OTHER ACCOUNTS RECEIVABLE - ENTRY
(OAE - Figure 054)
MENU DESCRIPTION This is the Entry Main Menu. This menu accesses all Entry functions for Other Accounts Receivable (OA), including Real Time Transactions (those that open a journal entry session). These functions may have a direct effect on the OA files and should be read carefully before executing. To access the functions, type the appropriate characters of the function name in the second field of the Selection window and press ’Go’. This screen may vary in appearance depending on the Operator settings. The screen above will display if the Operator has full security to all Entry functions.
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OTHER ACCOUNTS RECEIVABLE - ENTRY
The Entry functions are used to enter current information in the database. Real Time transactions which will update both OA and General Ledger (GL) files immediately include:
♦ Counter Sale Orders (OAEO - F8 Counter Sale) ♦ Billing of an Order (OAEO - F9 Bill Now) ♦ WIP Orders - Charge Out or Return (OAEO - F8 Chg/Rtn) ♦ Line Item Adjustments (OAEI - F6 Line Items/F6 - Adjust) ♦ Tax Adjustments (OAEI - F7 Taxes/F6 Adjust) ♦ Penalty Adjustments (OAEI - F9 Penalty Adjustments) ♦ Changing the GL Account Number on OAEI ♦ Changing an Invoice to a Non-disputed status, when a
miscellaneous
credit exists (OAEI - Change Disputed Status)
♦ Payments (OAEP) ♦ Non-Sufficient Fund transactions (OAEN) ♦ Write-Offs (OAEW) ♦ Estate Retirement Allocations (OAEE) ♦ Refunds (OAER) Only one Real Time Transaction function per Operator can be processed at a time. If an Operator needs to start another Entry function (in OA or another module), the current Journal must be closed before the new Journal can be opened. Refer to Company And Open Journal Status example (Figure #055) for further details regarding opened journals. Once a Real Time Transaction session is complete, several reports may be printed to verify the information was entered correctly, including Report - Transactions (OART) and Report - Open Balance (OARPO).
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OTHER ACCOUNTS RECEIVABLE - ENTRY
PREREQUISITES Be sure all module interfaces are set up correctly and all Operators understand how posting periods function. If using divisionalized accounting, be sure all Operators understand how to use the division number properly. If it is necessary to practice, use Company 99999. This company number has been set up as a training company. Postings made to Company 99999 will not affect balances in any other company.
ACTIVITIES Not all activities (add, change, delete) are allowed in the Other Accounts Receivable - Entry (OAE) functions. Once a Real Time Transaction has been accepted, The Operator is NOT allowed to recall the record to change or delete it; and offsetting entry should be made to correct the entry. Refer to the Operator Quick Reference Guide for procedures.
TRANSACTION SET NUMBER As transactions are added in Real Time Transaction Entry, a Set Number is automatically assigned. This number is the key to identifying the transaction when using the Set Inquiry capabilities. They are explained as follows.
Set Inquiry Because of limited screen size, only a certain number of entry transactions can be displayed. If Set Inquiry is available on the transaction entry screen, the function key will be displayed. For example, if in an entry session that has opened a journal, pressing will display a window similar to the one shown below.
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OTHER ACCOUNTS RECEIVABLE - ENTRY
This window allows you to view additional transactions which may not presently be displayed on the screen. The transaction records are displayed in Set Number sequence. The Operator can use the ’Up/Down Arrow’ and ’Prev/Next Page’ keys to scroll through the window. You are also allowed to begin the display with a specific Set Number by entering the Set Number and pressing ’Go’. Once your have finished viewing the information, you can press the ’Cancel’ key to return to the transaction entry screen. Or, if you want to redisplay a specific transaction on the entry line, position the cursor on the desired record and press the ’Go’ key. You are not allowed to change or delete the record in Real Time entry, but you can use the record to reverse a previous entry or add a similar record.
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COMPANY AND OPEN JOURNAL STATUS
(OAERS - Figure 055)
FUNCTION DESCRIPTION This function is automatically displayed when the Real Time Transactions option is selected from the OA - Entry (OAE) menu. The function is used to open a journal and allow Real Time Transaction entry. When entry is completed, it is also used to close the journal. The appearance of the screen will vary slightly depending on the transaction Activity entered. The top and middle portions of the screen remain consistent, but the bottom portion containing proof totals will vary.
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COMPANY AND OPEN JOURNAL STATUS
The first two lines of this screen contain the Company information which are display only fields. These fields indicate the following. • Logged on Company Number and Company Name • Logged on Operator Initials, current Date and Time • Current Function Name and logged on Path The remainder of the screen contains the Open Journal Status information. The Activity field will display the correct activity, and when ’Return’ is pressed, the proof Totals that apply to the specific Activity will be displayed. After the proof Total fields are entered, you are NOT allowed to redisplay the Open Journal Status to change them. At any time while entering transactions, proof totals can be verified by pressing the ’Status’ key to display the Company And Open Journal Status screen. Once all transactions have been entered, you must close the journal. Press the ’Status’ key to display the Open Journal Status information. If the journal is in balance, the cursor will be positioned in the Close field. Enter to close the journal and end the session. If the journal is not in balance, you must return to transaction entry to make the necessary corrections and balance the journal.
FIELD DESCRIPTIONS Activity:
[L] (2 characters)
This field displays the Transaction Activity. The code and its description will change depending on which journal activity is accessed.
Journal #:
(8 digits)
The Journal Number is automatically assigned when you initially display the Journal Status screen. All transactions entered in the session will be tracked under this number. The Journal number will allow you to track the transactions to their corresponding General Ledger history transactions. The current function name is also automatically displayed next to the Journal Number.
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COMPANY AND OPEN JOURNAL STATUS
If you press the ’Cancel’ key from the Journal Status screen without entering any transactions, the journal is considered empty and will be deleted. This frees the Journal Number to be used again ONLY if another journal has not been opened in the time span you opened and closed your journal. If another journal has not been opened, the one you just closed (if empty) will be deleted, and the Journal Number will be reused when the next journal is opened. If another journal was opened before you closed your empty journal, your Journal Number will not be used again.
Period:
(6 digits)
This field identifies the current processing Period (4 digit year, 2 digit month) in which the transactions entered in this journal will update General Ledger. This is a display only field. The Period displayed when opening a journal may differ from that of the current OA Processing Period. The reason being, the accounting period in Administrator - Options G/L Transactions (OAAOG) may be set to G/L processing period instead of OA current processing period. The G/L processing period is set according to the system date, therefore, depending on when the OA processing period is rolled, this period may differ from that of the OA processing period.
The type of processing year (Cal = Calendar or Fisc = Fiscal) is automatically displayed next to the Period. This field is displayed from General Ledger Administrator - Options (GLAO).
Post Date:
(8 digits)
The Post Date identifies the date when transactions were entered in this journal. The Post Date will default to the system date. This field can be overridden. It must be between the years 1950 and 2010.
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COMPANY AND OPEN JOURNAL STATUS
Close:
(Yes/No)
The Close field will initially default to ’No’. Each time a journal is opened, you must manually close it before another can be opened. Press the ’Status’ key to display the Journal Status screen, and enter in the Close field. To close a journal, the Debits and Credits must be equal. If they are not equal, your journal is out of balance, and the problem must be corrected before it can be closed.
Assigned:
(8 digits/6 digits)
These fields identify the system Date and Time. They are display only fields.
Proof Debits:
(9 digits/2 decimals/-)
Not used in the OA module.
Proof Credits:
(9 digits/2 decimals/-)
Not used in the OA module.
Postings:
(5 digits)
This field indicates the total number of transactions posted in this journal session. It is a display only field. As each transaction is posted, this number is increased.
Debits: Credits: Proof:
(9 digits/2 decimals/-) (9 digits/2 decimals/-) (9 digits/2 decimals/-)
These are display only fields. They indicate the total Debit and Credit amounts that will be posted to General Ledger. The Proof field indicates the difference between the Debits and Credits. In the Material Inventory module, transactions are not posted to General Ledger until the journal is closed. Therefore, when the Journal Status screen is displayed during Entry - Real Time Transactions within OA, these fields will show zeros. After the journal is closed, you can view the actual Debit and Credit amounts through System Administrator Setup - Journal (SASJ).
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COMPANY AND OPEN JOURNAL STATUS
PROOF TOTALS The bottom portion of the Company And Open Journal Status screen displays the Proof Total fields after the Activity field is entered.
Payment Total: Amount Total: Write-Off Total: Adjust Amount Total:
(10 digits/-) (9 digits/2 decimals/-) (10 digits/-) (10 digits/-)
One of these Total fields will be displayed depending on the Activity. The fields are not required. They are used for Operator verification to determine if all transactions were entered correctly. Once the proof Total fields are entered, you are NOT allowed to redisplay the Open Journal Status to change them.
Computed:
(10 digits OR 9 digits/2 decimals/-)
One Computed field is displayed for each Proof Total field. This field indicates the total Quantity or Amount calculated as entries are made in this journal. This is a display only field.
Difference:
(10 digits OR 9 digits/2 decimals/-)
One Difference field is displayed for each Proof Total field. This field indicates the difference between the Proof Total and Computed fields. The field is calculated as transactions are entered in this journal. This is a display only field. After a journal session is finished, if there are differences between your proof Totals and the actual Computed totals, all transactions should be reviewed for accuracy. No edits are performed on the proof total field. You are still allowed to close a journal whether or not differences are displayed for these proof totals.
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ENTRY - ORDER
(OAEO - Figure 056)
FUNCTION DESCRIPTION This function is used to set up new orders or to make changes to existing orders. You are allowed to add, change or delete orders while in this function. The Notes feature is available on the Order Number field. Notes can be entered or viewed for the particular order at any time while in this function. If the Order Number entered is fully invoiced, entry is allowed only in the Instructions field near the bottom of the screen.
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FIELD DESCRIPTION Customer #:
[L] (12 digits)
Enter a unique Customer Number. This is a required field. The customer number must already be set up in Setup - Customer (OASC). Once ’Return’ is pressed, the customer’s name will be displayed. If this field is left blank and ’Return’ is pressed, the field will default to the Cash Sale Customer Number set in Administrator - Options (OAAO).
Order #:
[L] (8 digits)
Enter a unique Order Number. This is a required field. Examples of how the Order Number will fill and the Order Number’s relation to the Customer Number, are as follows: • If customer number = 0 and order number = 0, the cash customer number and the next available order number from OAAO will be entered. • If customer number = 0 and order number = 5 (existing), the customer number which corresponds to the order #5 will be entered. • If customer number = 0 and order number = 5 (non-existing), the cash customer number from OAAO and order #5 will be entered. • If customer number = 1 and order number = 0, customer #1 and the next available order number will be entered. • If customer number = 1 and order number = 5 is entered, that particular order number must exist for customer #1. • If customer number =1 and order number = 5 (non-existing), order #5 will be entered for customer #1. The Notes feature is available on the Order Number field.
Order Amt:
(7 digits/2 decimals/-)
This field displays the Total Order Amount.
Description:
(40 characters)
Enter the Description of the order, as it should be displayed on reports, and entry and inquiry screens. This is a required field. The description entered here will be carried over to the invoice.
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ENTRY - ORDER
Order Type:
(1 character)
This field identifies the Order Type. It is a required field. Once ’Return’ is pressed, the order type description will be displayed. The Default Order Type entered in Administrator - Options (OAAO) will initially display here, but the Operator is allowed to change it. Valid order types are listed below. C S W R Q M
= = = = = =
Counter Sale Order (default). Standard Order. Work-In Progress Order. Recurring Order. Quote Order. Monthly Order.
A complete description of the different order types may be found in the Administrator - Options (OAAO) section. If the customer number for the order is the same as the cash customer number set up in Administrator - Option (OAAO), the order type will default to ’Counter Sale’ and cannot be entered.
Order Grp:
[L] (4 characters)
Enter the Group to which this Order belongs. By grouping orders, the Operator will be able to generate reports based on specific groups. The order group entered must already be set up in Administrator - Tables (OAAT).
Order Date:
(8 digits)
Enter the Date the Order was placed. This is a required field. If a new order is being created, this field will default to today’s date. You are allowed to change the default date to any valid date.
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Status:
(1 character)
This field identifies the order Status. This is a required field. Once ’Return’ is pressed, the status description will be displayed. Valid status codes are listed below. E P F C
= = = =
Entered. Partially Invoiced. Fully Invoiced. Cancelled.
When a new order is created, the Status will default to ’Entered’. You are allowed to cancel an order only if the status is ’Entered’. If the order has been partially or fully invoiced, this is a display only field. For example, a monthly type order has an ’Entered’ Status, until the F9-Bill Now function, or Report - Generate Invoices From Orders (OARPG) is run. The order’s status is then changed to ’Fully Invoiced’, making the Status field display only. However, when the Report - Statement Calc & Monthly Close Out (OARPS) is run for the current month, the monthly order is carried forward with an ’Entered’ status. If the order is not to be billed, change the status to ’Cancelled’. THIS POPUP WILL DISPLAY WHEN THE ORDER STATUS IS CHANGED TO ’CANCELLED’.
Are you sure you want to CANCEL the Order?
(Yes/No)
Enter if you want to cancel the information entered pertaining to the order. Otherwise, leave the default of ’No’. The Instructions field is the only field which is updatable once the order is cancelled.
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ENTRY - ORDER
Expire Date:
(8 digits)
Enter the Date the order will no longer be valid. Entry in this field cannot be less than the Order Date field.
Allow Invoice:
(Yes/No)
Enter if the order cannot be Invoiced. Otherwise, leave the default of ’Yes’. If the Order Type is set to ’Quote’, this field will default to ’No’ and entry is not allowed.
Invoice Grp:
[L] (4 characters)
Enter the Invoice Group to which this order belongs. The grouping of invoices gives different reporting possibilities, and is not required. The invoice group must already be set up in Administrator - Tables (OAAT). Once ’Return’ is pressed the invoice group description will be displayed.
Invoice Msg Cd:
[L] (4 characters)
Enter the Message Code used to identify which message is to be printed on the invoices only.
Terms:
[L] (4 characters)
Enter the payment Terms for this order; such as due days, discount days and discount. This is a required field. The payment term must already be set up in System Administrator Setup - Tables (SAST). Once ’Return’ is pressed, the payment terms description will be displayed. This field initially displays the payment Terms code entered in Setup Customer (OASC), but the Operator is allowed to enter a different value.
Price Grp:
[L] (4 characters)
Enter the Price Group to which this order belongs. This field will initially display from the Customer Type as set up in Setup - Customer (OASC), but the Operator is allowed to change it. If entered, the price group must already be set up in Administrator - Tables (OAAT). Once ’Return’ is pressed, the price group description will be displayed.
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Entry in this field will help determine the unit cost as set up in Administrator - Non-Stock Item (OAAN), Administrator - Non-Stock Item Price (OAAIP), Material Inventory Setup - Part (MISP) and Material Inventory Setup - Item Price (MISPI). If this field is left blank, the item price which will default in Entry - Order Line Items (OAEOL) will come from the Default Price Group set up in Administrator - Options (OAAO). If there is no default on OAAO, then, the Unit Price from MISP, or OAAN parent screen will be used.
Discount Pct:
(2 digits/3 decimals)
Enter the overall order Discount to be used as the default for Line Items. The percentage entered here will effect all line items for the order.
AR G/L Acct #:
[L] (18 digits/3 delimiters)
Enter the General Ledger Account Number used to record Accounts Receivables. This is a required field. This field will initially default to the A/R G/L Account Number set up in Setup - Customer (OASC). Once ’Return’ is pressed, the G/L Account description will be displayed. The Account Number must be entered according to the specifications set up in General Ledger Administrator - Options (GLAO). It must already be set up in General Ledger Setup - Account (GLSA).
AR G/L Actv:
[L] (4 characters)
Enter the Activity Code for the Accounts Receivable G/L transaction. This is a required field if entry has been made in the AR G/L Acct # field. The activity code must already be set up in System Administrator Setup - Tables (SAST). Once ’Return’ is pressed, the activity description will be displayed.
PO #:
(15 characters)
Enter the customer’s Purchase Order Number. This is a required field if the PO # Required field in Setup - Customer (OASC) is set to ’Yes’. This field will be updateable when the order is fully invoiced so when printing an invoice, the purchase order number can be changed.
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ENTRY - ORDER
Salesperson:
[L] (4 characters)
Enter the code representing the Salesperson responsible for the order. The salesperson must already be set up in Administrator - Tables (OAAT). Once ’Return’ is pressed, the salesperson’s name will be displayed.
Transfer C&C Desc:
(40 characters)
Enter the C&C Description which will appear on the customer’s utility bill. This field will display only when the interface to either Telephone or Electric Billing (TE or EL) is set to ’Yes’ in Administrator - Options (OAAO) and the telephone number or account number information is set up in Setup - Customer (OASC). In additional, the Transfer To Util Billing field in OASC must be set to ’Yes’ for this field to be updatable. If this is a new order, this field entry will default from the Electric Billing or the Telephone Billing module, depending on which module the Transfer C&C is set up for in OAAO. If the Transfer is set to interface with the Electric Billing module, this descrip tion cannot be more than 15 characters.
Received By:
(30 characters)
For informational purposes, enter the name of the person to Receive the order.
Contact Name:
(30 characters)
Enter the name of the Contact Person placing the order.
Instructions:
(50 characters)
Enter any special Instructions specific to this order.
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ENTRY - ORDER
FUNCTION KEYS - Line Item Press to display Entry - Order Line Items (OAEOL). This window allows you to enter the line item details for an order.
- Taxes Press to display Entry - Order Taxes (OAEOT). This window allows you to enter the tax details of the order. At least one taxing authority must be set up in Administrator - Tax Types (OAAX) for the function key to be available.
The and function keys displayed are dependent upon the Order Type entered. The following are possible options for the function keys displayed. If the Order Type is ’C’ (counter sale), the function key will display Cntr Sale and the function key will be available for cash customers only, displaying N&Addr Info. If the Order Type is ’W’ (WIP order), the function key will display ChgOut/Rtrn and the function key will display Bill Now. If the Order Type is ’S’ (standard), no function key will be available and the function key will be Bill Now. If the Order Type is ’R’ (recurring), the function key will be Recurr Info and the function key will be Bill Now. If the Order Type is ’M’ (monthly), the function key will not be displayed and the function key will be Bill Now. If the Order Type is ’Q’ (Quote) neither the nor keys will be displayed.
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ENTRY - ORDER
- Cntr Sale, ChgOut/Return, or Recurr Info Press to display Entry - Counter Sales (OAEOCS) Entry - Charge Out/Return (OAEOCO) or Entry - Recurring Information (OAEOR) information. Refer to the conditions below.
- Bill Now or Name & Address Info Press to display Entry - Bill Now (OAEOB) or Entry - Name & Address Info (OAEON) information. Refer to the conditions below.
- More Funct Press to display the order’s More Functions screen. This screen shows additional information available for entry. Position the cursor on any of the function descriptions and press ’Go’ to display the selected type of information. The options shown in the window will be dependent upon what exists for the current order under Entry.
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ENTRY - ORDER LINE ITEMS
(OAEOL - Figure 057)
FUNCTION DESCRIPTION This function is used to enter the line items for an order. This window will be displayed when the function key is pressed from Entry - Order (OAEO). You cannot access this function unless the key fields (Customer Number and Order Number) have been entered in OAEO. You are allowed to add, change or delete line item records while in this function. This is a multi-line, scrolling entry screen. The cursor must be positioned on the line number field for scrolling. You are NOT allowed to change or delete any fields outside of the window.
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ENTRY - ORDER LINE ITEMS
If the Order is fully invoiced, entry is not allowed in any field.
To modify a line item, position the cursor on the desired line item and press ’Return’. To create a new line item, press ’Return’ on an empty line. Press ’Go’ to return to the Entry - Order (OAEO)screen. The OAEO parent screen must be successfully updated to save changes made here.
FIELD DESCRIPTIONS Ln #
(4 digits)
This field displays the automatically generated, sequential number assigned to each line of items on an order.
Tn
(1 character)
This field identifies the Transaction Type and is a required field. This field is enterable only when a new line item is created and cannot be modified once the line is accepted. However, the line may be deleted by pressing . Valid values are listed below. S R T
= Sale (default). = Return. = Trade-in.
Prd
(1 character)
This field identifies the Product type. It is a required field. This is an enterable field only when a new line item is created and cannot be modified once the line is accepted. If interfacing to Material Inventory, the default value would be ’I’. Valid values are listed below. I = Inventory (default). N = Non-Stock.
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ENTRY - ORDER LINE ITEMS
With each new line added to the order, the cursor will be positioned in the Product field. Press the ’Up Arrow’ key to move back to the Tran or Prd fields to change the default values appropriate to the current transaction.
Product
[L] (10 characters)
Enter the unique Product code. This is a required field. Once ’Return’ is pressed, the product description will display below the product code. If the Product type is ’I’ (inventory), the product must be set up in Material Inventory Setup - Part (MISP). If the Product type is ’N’ (non-stock), the Product must be set up in Administrator Non Stock Items (OAAN).
The Return or Trade-In of a product with tiered pricing is not allowed. No Trade-Ins will be allowed for non-stock items which are flagged as non-material in Administrator - Non-Stock Item (OAAN).
Whse
[L] (4 characters)
Enter the Warehouse from which the part will be taken (charged-out) or returned (trade-in, return). The warehouse must be set up in System Administrator Setup - Tables (SAST). If the Product type is ’I’ (inventory), this is a required field and will default to the first warehouse assigned in Material Inventory Setup - Part (MISP). If the Product type is ’N’ (non-stock), it is not a required field.
Order Qty
(7 digits/2 decimals)
Enter the Quantity of the product on order. This is a required field.
UOM
(4 characters)
This field displays the Unit Of Measurement for the product. Other Accounts Receivable Reference Manual
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ENTRY - ORDER LINE ITEMS
Unit Price
(6 digits/2 decimals)
Enter the Unit Price of the product. The default unit price is calculated based on the quantity and the pricing type of the product as set up in Administrator - Item Price (OAAIP). The Operator is allowed to change the default unit price. The unit price will not be enterable if the item’s pricing type is ’Tiered’.
Disc %
(2 digits/3 decimals)
Enter the Discount Percentage for this line item. The Discount Percentage from Entry - Orders (OAEO) (the parent screen of this order) will initially be displayed. The Operator is allowed to change it (unless the Trn field is set to ’Trade-in’).
Amount
(7 digits/2 decimals/-)
This field displays the total line Amount for the item. If the quantity, unit price or the discount percentage is changed, the amount is recalculated and displayed.
NoTx Grp
[L] (4 characters)
Enter the reason the line item is Non-Taxable. If the non-taxable group is entered, it must already be set up in Administrator - Tables (OAAT). This field is required if the customer, whom this order is for, is set to be non-taxable. Entry (or non-entry) in this field is intended to give the extra flexibility needed to ’customize’ taxing situations, not only at the order level, but by each line item if necessary.
Desc
(30 characters)
Enter the Description of the product. This is a required field. The description from Material Inventory Setup - Part (MISP) will initially display if the the Product type is ’I’ (inventory). The product description from Administrator - Non-Stock Item (OAAN) will display if the Product type is ’N’ (non-stock). You are allowed to change this descriptions.
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ENTRY - ORDER LINE ITEMS
FUNCTION KEYS - Details Press to display Entry - Order Line Item Details (OAEOLD). This screen allows you to update the line item details.
- Price Detail Press to display Entry - Invoice Pricing Detail (OAEIPD). This screen allows you to view item price details. For more information on this screen, refer to Figure #071.
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ENTRY - ORDER LINE ITEM DETAILS
(OAEOLD - Figure 058)
FUNCTION DESCRIPTION This function is used to update the details of an order line item. This window will be displayed when the function key is pressed from Entry - Order Line Items (OAEOL). You are allowed to change line item details in this function. To modify a line item, position the cursor on the desired line item and press the function key. When all the changes have been made, press ’Go’, to save the changes and return to the OAEOL screen. The parent Entry - Order (OAEO) screen must be successfully updated to save the changes made here.
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ENTRY - ORDER LINE ITEM DETAILS
If the Order is fully invoiced, entry is not allowed in any field.
FIELD DESCRIPTIONS Line #:
(4 digits)
The Line Number selected will display in the title bar heading for the selected product from Entry - Order Line Item (OAEOL).
Tran Type:
(6 characters)
This field displays the Transaction Type.
Prod Type:
(1 character)
This field displays the Product Type.
Order Qty:
(7 digits/2 decimals)
This field displays the Quantity of the product on Order.
UOM:
(4 characters)
This field displays the Unit Of Measurement of the product.
Product:
[L] (10 characters)
This field displays the Product.
Desc:
(30 characters)
Enter the Description of the product. This is a required field. The description initially displayed will be from Entry - Order Line Items (OAEOL), but the Operator is allowed to change it. If a generic or miscellaneous description had been given to the product, use this field to give a more specific description.
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ENTRY - ORDER LINE ITEM DETAILS
Ext Desc:
(30/30/30/30 characters)
Enter the Extended Description of the product. The description initially displayed will be from Administrator - Non-Stock Item (OAAN), but the Operator is allowed to change it. Use this field to ’customize’ a fuller or more complete description of the product, specific to this sale.
Pricing Price Grp:
[L] (15 characters)
This display only field identifies the Price Group description as defined in Administrator - Tables (OAAT). It will display the Price Group defined in Entry - Order (OAEO).
Unit Price:
(6 digits/2 decimals)
This field displays the Unit Price of the product, as defined in Entry - Order Line Items (OAEOL). The value displayed is based on pricing, as set up in either Administrator - Non-Stock Item (OAAN) or Material Inventory Setup Part (MISP). The value cannot be changed here, but can be modified from the OAEOL screen.
Minimum Amt:
(7 digits/2 decimals)
Enter the Minimum Amount to be charged for the product regardless of the quantity ordered. If pricing for the item being sold has had a minimum amount set up in Administrator - Non-Stock Item (OAAN) or Material Inventory Setup - Part (MISP), that value will display. The minimum amount may be changed or modified here.
Selling Price:
(7 digits/2 decimals)
This field displays the Selling Price of the product. The selling price displayed will be the Quantity times the Unit Price or the Minimum Amount, whichever is greater if the Tran Type is ’Sale’. In all other transaction types, the minimum amount is ignored.
Discount Percent:
(2 digits/3 decimals)
This field displays the Discount Percentage amount for the line item.
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Discount Amt:
(7 digits/2 decimals)
Enter the Discount Amount for the line item. Entry is allowed in this field only if the Discount Percent field is ’0’ (zero) and the amount entered cannot be greater than the Total Line Amount.
Non-Taxable Grp:
(4 characters)
This field displays the code and description of the reason the line item is non-taxable.
Total Line Amt:
(7 digits/2 decimals/-)
This field displays the Total Line Amount, excluding the tax but including the discount. If the Order Qty, Unit Price or Discount Percent fields were changed, the total line amount will be recalculated and displayed. THE FOLLOWING TWO FIELDS WILL ONLY DISPLAY IF THE LINE ITEM IS PRORATABLE. THIS IS DEPENDENT ON HOW THE NON-STOCK ITEM IS SET UP IN ADMINISTRATOR - NON-STOCK ITEM (OAAN).
Prorate From:
(8 digits)
Enter the Date to begin the proration calculation. The calculation is determined by taking the unit price of the item, dividing by 30 (for a full month’s worth of days), and then, multiplying that "per day" cost by the number of days, beginning with the Prorate Date (entered here) up to the (but not including the Prorate To field. The Prorate From date cannot be greater than the Prorate To field. If the prorate date is changed, the days will be recalculated.
Prorate To:
(8 digits)
Enter the Date to end the proration calculation. The Prorate To field must be greater than the Prorate From field.
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ENTRY - ORDER LINE ITEM DETAILS
Days
(3 digits)
The prorate Days field will display the number of days. The value can be overridden, but cannot exceed 999 days.
Accounting Rev Grp:
[L] (4 characters)
Enter the Revenue Group to which the line item belongs. This is a required field. The revenue group must already be set up in Administrator - Revenue Group (OAAR). If the pricing has been set for an item, the revenue group will default to the revenue group entered in Administrator - Non-Stock Item (OAAN) or Material Inventory Setup - Part (MISP).
Work Order #:
[L] (8 digits)
Enter the unique Work Order Number for an ’Aid to Construction’ line item. The work order number entered must already be set up in Work Order Setup Work Order (WOSW) if the Work Order Validate Interface is set to ’Yes’ in Administrator - Options (OAAO). This field cannot be zero if the Rev Grp field above is equal to the revenue group entered in Work Order Administrator - Options (WOAO).
Open Fields:
(15 characters)
There are four Open Fields used to enter any additional information specific to the line item. The labels for these fields are defined in Administrator - Options (OAAO) and may vary in appearance depending on the settings in OAAO.
Last Updated By:
(4 characters,8/6 digits)
These fields are for display only. They are automatically updated with the Operator’s initials, system date and system time whenever changes are made in Entry - Order Line Item Details (OAEOLD).
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ENTRY - ORDER TAXES
(OAEOT - Figure 059)
FUNCTION DESCRIPTION This function is used to set up and modify the tax details for an order. This window will be displayed when the function key is pressed from Entry - Order (OAEO). You cannot access this function unless the key fields (Customer Number and Order Number) have been entered in OAEO. If this is a new order, the tax values will default to the tax information from Setup - Customer (OASC); however, the Operator is allowed if change the information. Taxes will be based on the rates current as of the Order Date. When entry is complete, press ’Go’ to return to OAEO. The OAEO parent screen must be successfully updated to save changes made to this screen. Other Accounts Receivable Reference Manual
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ENTRY - ORDER TAXES
FIELD DESCRIPTIONS Tax Type
(15 characters)
This field will display the various Tax Types set up for the system.
Tax Cd
[L] (5 characters)
Enter the unique identifier Code for the Tax item. This is a required field if the Exempt field is set to ’No’. If entered, the tax code must already be set up in Administrator - Tax Types (OAAX). This field must be left blank if the Exempt field associated with the tax code is set to ’Yes’, and other taxing authorities are flagged as ’Not Exempt’. The Tax Cd and Exempt fields will default to the entries from Setup - Customer (OASC), but the Operator is allowed to change these fields.
Exempt
(Yes/No)
Enter if the order is exempt from this tax. Otherwise, leave the default of ’No’.
Description
(24 characters)
This field displays the Description of the tax type and code which were set up Administrator - Tax Types (OAAX).
Tax %
(2 digits/3 decimals)
This field displays the Tax Percentage for the tax type and code combination set up in Administrator - Tax Types (OAAX).
Tax Amt
(7 digits/2 decimals)
This field displays the Amount of this Tax for the order.
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ENTRY - ORDER COUNTER SALE
(OAEOCS - Figure 060)
FUNCTION DESCRIPTION This function is used to enter information for a counter sale order. The Operator can apply a credit balance to the counter sale invoice, accept a payment, issue a refund, invoice a counter sale or bill the counter sale invoice. When the function key is pressed from Entry - Order (OAEO) and the Order Type field is ’Counter Sale’, the following options and windows will display: • If the Order Amount field is greater than zero, the customer’s credit balance is checked to see if a credit balance exists. If one does exist, the Operator will be given the option of applying the miscellaneous credit this counter sale purchase, or of leaving the miscellaneous credit and billing the full order amount.
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ENTRY - ORDER COUNTER SALE
• If the user does not want a refund for the miscellaneous credit generated, the credit will be held and applied to any pending invoice. Finally, a receipt may be printed. • If there is still an order amount pending after the application of any miscellaneous credit to the invoice, payments are accepted from the customer by entering a value in Entry - Order Counter Sale Payment (OAEOCSP). • If a miscellaneous credit is generated by accepting a payment, the amount may be refunded by executing Entry - Order Counter Sale Refund (OAEOCSR). If the customer number for the counter sale order is the same as the cash customer number set up in Administrator - Options (OAAO), the payment must to be equal to or greater than the invoice amount. If the payment is greater than the invoice amount, the customer is forced to take a refund. IF A CREDIT BALANCE EXISTS FOR THE CUSTOMER INVOLVED IN THE COUNTER SALE, THE FOLLOWING WINDOW WILL DISPLAY.
Credit Balance:
(7 digits/2 decimals)
This field displays Credit Balance of the customer. The credit balance amount displayed is from the Total Due field in Inquiry - Customer (OAIC).
Apply To This Invoice:
(Yes/No)
Enter if the credit balance should not be applied to this invoice. Otherwise, leave the default of ’Yes’. When ’Cancel’ is pressed from this window, the cursor will return to the Order # field in Entry - Order (OAEO).
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ENTRY - ORDER COUNTER SALE
THE FOLLOWING WINDOW WILL DISPLAY FOR THE OPERATOR TO ACCEPT A PAYMENT FOR THE COUNTER SALE INVOICE. THE ORDER AMOUNT FIELD, CREATED BY ENTRY - ORDER COUNTER SALE (OAEOCS), MUST BE GREATER THAN ZERO AND A PAYMENT MUST BE DUE. IF THEPAYMENT AMOUNT FIELD IS GREATER THAN THE BALANCE AMOUNT FIELD, A MISCELLANEOUS CREDIT WILL BE CREATED.
Order Amt:
(7 digits/2 decimals)
This field displays the original Order Amount. It may be different than the Balance Amount field, if a miscellaneous credit has been applied.
Balance Amount:
(7 digits/2 decimals)
This field displays the Balance Amount due, which is any balance remaining after applying miscellaneous credits, and calculating any early payment discount.
Payment Amt:
(7 digits/2 decimals)
Enter the Payment Amount accepted from the customer. This field will initially display the amount pending as the default, but the Operator is allowed to change it. If the customer number is the same as the cash customer set up in Administrator - Options (OAAO), the Payment Amount field must be greater than or equal to the Balance Amount.
Payment Mode:
[L] (4 characters)
Enter the Mode of Payment to be used. This is is a required field and must already be set up in System Administrator Setup - Tables (SAST). Once ’Return’ is pressed, the payment mode description will be displayed. Other Accounts Receivable Reference Manual
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ENTRY - ORDER COUNTER SALE
Bank Acct ID:
[L] (4 digits)
Enter the Bank Account Identification number pertaining to the cash account.
Reference:
(25 characters)
Enter a Reference describing the counter sale payment. This is a required field, which will display on statements and within inquiry. THE COUNTER SALE REFUND POPUP WINDOW WILL DISPLAY AFTER A PAYMENT IS MADE THAT CREATES A MISCELLANEOUS CREDIT. THE OPERATOR USES THIS WINDOW TO REFUND THE OVERPAID AMOUNT.
Credit Balance:
(7 digits/2 decimals)
This field displays the amount to be refunded. This is the Unapplied Amount from Inquiry - Miscellaneous Credits (OAIM).
Refund:
(Yes/No)
Enter if the customer does not want a Refund. Otherwise, leave the default of ’Yes’ which creates a miscellaneous credit.
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ENTRY - ORDER COUNTER SALE
A POPUP WINDOW WILL DISPLAY IF THE OAAO FIELD IS SET TO ’NO’ FOR AUTO APPLY MISCELLANEOUS CREDITS. THE POPUP WILL ALLOW YOU TO ASSIGN AN INVOICE GROUP AND/OR AN ORDER GROUP TO THE MISCELLANEOUS CREDIT. THIS MISCELLANEOUS CREDIT WILL THEN AUTOMATICALLY BE APPLIED TO FUTURE INVOICES WITH THE SAME INVOICE AND ORDER GROUP.
The miscellaneous credit is applied to invoices which have an ’Owed’ status by the due date and invoice number. If the invoice is disputed, refer to the field setting of the Apply Pymt To Disp Inv field in Administrator - Options (OAAO). When all invoices are taken care of, any remaining miscellaneous credit will be applied to penalties of the customer by due date and invoice number. If the customer number is the same as the cash customer number set up in Administrator - Options (OAAO), the customer must accept the refund. THIS POPUP WINDOW DISPLAYS AT THE END OF THE COUNTER SALE PROCESS, GIVING THE CHANCE TO PRINT A RECEIPT. IF THIS SALE IS FOR A CASH CUSTOMER, THE NAME, SECONDARY ADDR, DELIVERY ADDRESS,CITY,ST,ZIP AND PHONE # FIELDS WILL DISPLAY ALLOWING SPECIFIC NAME AND ADDRESS INFORMATION TO BE ENTERED FOR THIS SALE.
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ENTRY - ORDER COUNTER SALE
Printer:
(10 characters)
Enter the Printer ID where the receipt should be printed. This field should be left blank, if the receipt should not be printed.
# Of Pages Of Lineup:
(2 digits)
Enter the number of pages desired to properly line up the form the receipt will be printed on. The default is ’00’. The format of the receipt is such that no special form is required. Blank 8 1/2" x 11" stock paper works well.
Print Company Addr:
(Yes/No)
If the Name and Address of the Company should be printed in the upper left-hand corner of the order, leave the default of ’Yes’. If a special form, such as letter head is used for printing orders, enter to leave this area open for preprinted forms.
Name:
(30 characters)
Enter the Name of the cash customer.
Secondary Addr:
(30 characters)
Enter the Secondary Address of the customer to which the items were sold. The secondary address is entered only if additional information is needed for the Delivery Address. This field can be left blank. If a PO Box is used, enter the Street Address here.
Delivery Address:
(30 characters)
Enter the Delivery Address for the cash customer. This is the address field used for mailing purposes. If a PO Box is used, enter it here. If not, enter the Street Address.
City,St,Zip:
[L] (20/2/10 characters)
Enter the City name, State (or province) abbreviation and Zip Code for the cash customer. The State entered must exist in System Administrator Setup - Tables (SAST). When entering the zip plus 4, you must enter the dash (-). Example: 58554-1234.
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ENTRY - ORDER COUNTER SALE
Phone #:
(10 digits)
Enter the Telephone Number of the cash customer.
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ENTRY - ORDER WIP MATERIAL CHARGE OUT/RETURN
(OAEOCO - Figure 061)
FUNCTION DESCRIPTION This function is used to charge out/return material for a work-in-progress order. This window will display when the function key is pressed from Entry Order (OAEO) and the Order Type field is set to ’WIP Order’. You cannot access this function unless the Order Type is set to ’WIP Order’ and line items exist to be charged out or returned. This is a multi-line, scrollable, updatable screen. You are NOT allowed to change or delete any fields outside of the window. Only the Qty To Chrg-Rtrn and Whse fields are enterable. To modify a line item, position the cursor on the required line number and press ’Return’. When entry is complete, press ’Cancel’ to return to the OAEO screen. 5 - 38
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ENTRY - ORDER WIP MATERIAL CHARGE OUT/RETURN
FIELD DESCRIPTIONS Ln #
(4 digits)
This field displays the Line Number.
Trn
(1 character)
This field displays the Transaction Type. The valid values are listed below. S R T
= Sale = Return = Trade-in
Prd
(1 character)
This field displays the Product type. The valid values are listed below. I = Inventory N = Non-Stock
Product
(10 characters)
This field displays the Product code, i.e., the Non-Stock Code from Administrator - Non-Stock Items (OAAN) or the Part Number from Material Inventory Setup - Part (MISP).
Description
(30 characters)
This field displays the Description of the product.
Order Qty
(7 digits/2 decimals)
This field displays the Quantity Ordered.
Charged Out / Retrned Qty
(7 digits/2 decimals)
This field displays the current Quantity Charged Out or Returned.
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ENTRY - ORDER WIP MATERIAL CHARGE OUT/RETURN
Qty To Chrg-Rtrn:
(7 digits/2 decimals)
Enter the Quantity To be Charged out or Returned. This is a required field. The quantity to be charged out or returned is the difference between the quantity ordered and the charged out or returned quantity. The Operator is allowed to change is amount, but it cannot be greater than the remaining quantity.
Whse:
[L] (4 characters)
Enter the Warehouse where the product is stored. Once ’Return’ is pressed, the warehouse description will be displayed. If the Product Type is ’Inventory’, this is a required field and the warehouse entered must already be set up in Material Inventory Setup - Parts Warehouse (MISPW). If the Product Type is ’Non-stock’, the warehouse entered must already be set up in System Administrator Setup - Tables (SAST).
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ENTRY - RECURRING ORDER INFORMATION
(OAEOR - Figure 062)
FUNCTION DESCRIPTION This function is used to display and modify the recurring information for a particular order. This window will display when the function key is pressed from Entry - Order (OAEO) and the Order Type field is set to ’Recurring’. You cannot access this function unless the Order Type is set to ’Recurring’. The information in this window cannot be modified if the Order Status is set to ’Cancelled’. When entry is complete, press ’Cancel’ to return to OAEO.
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ENTRY - RECURRING ORDER INFORMATION
FIELD DESCRIPTIONS First Invoice Period:
(6 digits)
Enter the Period when the First Invoice is to be generated. This is a required field. This field will default to the last statement period plus one. The Last Statement Period is defined in Administrator - Statement (OAAS). The Operator is allowed to change the first invoice period to any period greater than the current period and the order date period.
Interval Months:
(2 digits)
Enter the number of Months between invoicing a recurring order. This is a required field. This field will initially display ’1’ (one), but the Operator is allowed to change the interval months to any period greater than ’0’ (zero).
Total Installments:
(3 digits)
Enter the original Total number of Installments. This is a required field.
Installments Invoiced:
(3 digits)
This field displays the number of Installments that have been invoiced. Each time the recurring order is invoiced, this field will increment by one.
Period Last Invoiced:
(6 digits)
This field displays the Period when the Last Invoice was created.
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ENTRY - ORDER BILL NOW
(OAEOB - Figure 063)
FUNCTION DESCRIPTION This function is used to fully invoice the order and create a bill for that order. If the bill amount is less than ’0’, (i.e., the invoice contains returns or trade-ins), a miscellaneous credit is generated. This window will display when the function key is pressed from Entry - Order (OAEO), with the Order Type as ’Standard’, ’WIP’, ’Recurring’ or ’Monthly’, and the Order Status is ’Entered’ or ’Partially Invoiced’. All the fields will be validated before the billing procedure is run. If the function key is pressed from this screen, it will have the same affect as pressing ’Go’ from the OAEO screen.
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ENTRY - ORDER BILL NOW
If a miscellaneous credit is generated, it will be applied to invoices with an ’Owes’ status for the same customer. If the invoice is noted as disputed, the miscellaneous credit will only be applied if the Apply Pymt To Disp Inv field is set to ’Yes’ in Administrator Options (OAAO). The invoices the miscellaneous credit will be applied to are selected by invoice due date. If there is more than one invoice with the same due date, the invoice with the smallest invoice number is selected. Miscellaneous credits will only apply to invoices with the same invoice group and order group between them if the Auto Apply Misc. Crdts field in OAAO is set to ’No’. If that field is setto ’Yes’, the miscellaneous credits will be applied to as they always have in the past.
FIELD DESCRIPTIONS Invoice Bill Date:
(8 digits)
Enter the Invoice Bill Date. This is a required field, and if left blank, will default to the system date. The date entered here will be used to determine the due date of the invoice, and to calculate taxes (based on the taxes’ effective dates).
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ENTRY - ORDER NAME & ADDRESS INFO
(OAEON - Figure 063.1)
FUNCTION DESCRIPTION This function is used maintain additional information for cash customers which have not been entered in Setup - Customer (OASC). It will be used to print name and address information on receipts and orders. If the information is the same as the information entered in OASC for the cash customer, an OAEOR record does not need to be created and the information entered in OASC will used. This window will display when the function key is pressed from Entry Order (OAEO) and it is a cash customer.
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ENTRY - ORDER NAME & ADDRESS INFO
FIELD DESCRIPTIONS Name:
(30 characters)
Enter the Name of the cash customer.
Secondary Addr:
(30 characters)
Enter the Secondary Address of the cash customer to which the items were sold. The secondary address is entered only if additional information is needed for the Delivery Address. This field can be left blank. If a PO Box is used, enter the Street Address here.
Delivery Address:
(30 characters)
Enter the Delivery Address for the cash customer. This is the address field used for mailing purposes. It is a required field. If a PO Box is used, enter it here. If not, enter the Street Address.
City,St,Zip:
[L] (10/2/10 characters)
Enter the City name, State (or province) abbreviation and Zip Code for the cash customer. All three fields are required. The State entered must exist in System Administrator Setup - Tables (SAST). When entering the zip plus 4, you must enter the dash (-). Example: 58554-1234.
Phone #:
(10 digits)
Enter the Telephone Number of the cash customer.
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ENTRY - ORDER SHIP TO INFORMATION
(OAEOS - Figure 064)
FUNCTION DESCRIPTION This function is used to add and maintain the shipping information for a particular order. If any address fields are entered, the delivery address, city, state and zip code fields are required. This window will display when the function key is pressed from Entry - Order (OAEO) and ’Ship Info’ is selected from the More Functions box. If the F8 - Ship To popup window from Setup - Customer (OASC) has been filled with Name Address information, this window will default to those values. The fields may be overridden. The values entered here will display on the printed order. When entry is complete, press ’Cancel’ to return to OAEO. Other Accounts Receivable Reference Manual
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ENTRY - ORDER SHIP TO INFORMATION
FIELD DESCRIPTIONS Name:
(30 characters)
Enter the Name of the individual where the order should be shipped.
Secondary Addr:
(30 characters)
If all of the delivery address line information cannot fit in the Delivery Addr field, then it can be entered in the Secondary Addr field. This information would include data such as apartment, room, suite, unit, etc. If all of the delivery address line information does fit in the Delivery Addr field, then the secondary address can be used for information such as building, floor, department, attention, street address (if the delivery address is a PO Box), PO Box (if the delivery address is a street address), etc. This field can be left blank.
Delivery Addr:
(30 characters)
Enter the Delivery Address. This is the address field used for mailing purposes. If a PO Box is used, enter it here. If not, enter the street address. The delivery address is used to store the actual mailing address that will be used by the Postal Service to deliver the mail. This is a required field. Some examples of delivery addresses are shown on below. R 2 BOX 18 H 68 BOX 152 PO BOX 1234 1401 S MAIN ST 55 SYLVAN BLVD RM 108 1201 BROAD ST E APT C If any of the address fields are entered, the Delivery Address, City, State, Zip and Country fields are required.
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ENTRY - ORDER SHIP TO INFORMATION
City,St,Zip:
[L] (15/2/10 characters)
Enter the City name, State (or province) abbreviation and Zip Code the order is being sent. The City and State are required fields. If you are sending an order to a country other than the United States, the Zip Code is not required, and any characters or spaces will be allowed. If the Company resides in the United States (Country = US or spaces), the Zip Code is required. (If the Zip code is not known, enter 00000.) A Lookup is available on the State field. When entering the Zip Plus 4 for the United States, you must enter the dash (-). Example: 58554-1234. The State must already be set up in System Administrator Setup - Tables (SAST).
Country:
[L] (4 characters)
Enter the Country Code to which the order is to be shipped Leave this field blank if you do not want the country description with the mailing address. Once ’Return’ is pressed, the country description will be displayed. If entered, the country must already be set up in System Administrator Setup - Tables (SAST).
Ship Via:
[L] (4 characters)
Enter the code of the means by which the order is to be shipped. Once ’Return’ is pressed, the ship via description will be displayed. If entered, the ship via code must already be set up in Administrator - Tables (OAAT).
Requested Ship Date:
(8 digits)
Enter the customer’s Requested Shipment Date for the order. This is informational, and will print on the order, prompting for when the order should be sent.
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ENTRY - COPY ORDER AS
(OAEOCA - Figure 065)
FUNCTION DESCRIPTION This function is used to copy the information from the current order to a new order. This window will be displayed when the function key is pressed from the Entry - Orders (OAEO) screen and ’Copy The Order’ is selected from the More Functions box. When entry is complete, press ’Cancel’ to return to OAEO. When an order is copied, NO specifics dealing with any prorated line items are copied. Please access the newly created order and assign any proration information needed.
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ENTRY - COPY ORDER AS
FIELD DESCRIPTIONS Customer #:
[L] (12 digits)
Enter a unique Customer Number to copy this order to. This is a required field and the customer must already be set up in Setup - Customer (OASC). Once ’Return’ is pressed, the customer lookup name will display from System Administrator Setup - Name & Address Information (SASN). The Customer # will default from the existing order. The Operator is allowed to change the default customer number. Entry of a cash customer is not allowed.
Order #:
(8 digits)
Enter a new Order Number for the copied order. If entered, the order number cannot currently exist in Entry - Order (OAEO). If this field is left blank, the system will generate a new order number, which will display when the popup window is saved.
Order Grp:
[L] (4 characters)
Enter the Group to which the new order belongs. The order group entered must already be set up in Administrator - Tables (OAAT). Once ’Return’ is pressed, the order group description will display. If this field is left blank, it will default to the order group of the order being copied. The Operator is allowed to change the default order group.
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ENTRY - COPY ORDER AS
Order Type:
(1 character)
This field identifies the new Order Type. It is a required field. Once ’Return’ is pressed, the order type description will be displayed. Valid values are listed below. C S W R Q M
= = = = = =
Counter Sale Standard Work in Progress Recurring Quote Monthly
This field is defaulted from the existing order. If the existing order type is ’Quote’ or ’Counter Sale’, it will default to ’Standard’. A non-recurring order cannot be copied as a recurring order.
Price Grp:
[L] (4 characters)
Enter a Price Group or accept the defaulted value, determined by the price on the ’Copy From’ order in Entry - Order (OAEO). This is a required field and must already be set up in Administrator - Tables (OAAT). Once ’Return’ is pressed, the price group description will be displayed.
PO #:
(10 characters)
Enter the Purchase Order Number for the new order. If the PO Required field in Setup - Customer (OASC) is set to ’Yes’, this will be a required field. If the customer number of the new order is the same as the customer number of the existing order, the PO # will default to existing order’s PO #.
Copy Notes:
(Yes/No)
Enter if the Notes should not be Copied from the existing order. Otherwise, leave the default of ’Yes’.
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ENTRY - PRINT THE ORDER
(OAEOP - Figure 066)
FUNCTION DESCRIPTION This function allows you to generate a background print request for an order. This window will display when the function key is pressed from the Entry Order (OAEO) screen and ’Print The Order’ is selected from the More Functions box. Press ’Go’ to accept and initiate a background print request. Report Manager will print this request through Report - Print Order (OARXO). To check the status of the request, use the System Administrator Report - Report Manager (SARPR) function. When Report Manager has queued the request to print, use the UT, Printer Status menu to ’Print Forms’ and ’Unload Forms’.
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ENTRY - PRINT THE ORDER
FIELD DESCRIPTIONS Printer:
(10 characters)
Identify the Printer where you want the order to print. If a default printer has been specified for the current Operator in System Administrator Setup Operator (SASO), the print name will display here. This default value may be overridden. This field should be left if you do not want to print the receipt.
# Of Pages Of Lineup:
(2 digits)
Enter the Number Of Pages needed to Line up the order. The field will default to ’0’ (zero) pages of lineup.
Print Company Addr:
(Yes/No)
If the Name and Address of the Company should be printed in the upper left-hand corner of the order, leave the default of ’Yes’. If a special form, such as letter head is used for printing orders, enter to leave this area open for preprinted forms.
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ENTRY - INVOICE
(OAEI - Figure 067)
FUNCTION DESCRIPTION This function is used to modify the details of an invoice, including the due date, taxes, item pricing and minimum amount for purchases. Invoices may not be created using this function, nor may they be deleted. The Notes feature is available for the Invoice Number field, and notes can be entered or viewed for a particular invoice at any time while in this function. If a miscellaneous credit exists for this customer and an invoice has an ’Owes’ status, the miscellaneous credit will be applied to this invoice. Refer to the setting of the Apply Pymt To Disp Inv field in Administrator - Options (OAAO) whether miscellaneous credits should be applied disputed invoices also. Miscellaneous credits will apply only to the invoice selected on the screen.
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ENTRY - INVOICE
If the Invoice Number entered is a paid invoice, entry is allowed only in the Description field.
FIELD DESCRIPTION Customer #:
[L] (12 digits)
Enter a unique Customer Number. This is a required field and must already be entered in Setup - Customer (OASC). Once ’Return’ is pressed, the customer’s lookup name will be displayed.
Invoice #:
[L] (8 digits)
Enter the Invoice Number. This is a required field. The invoice number entered must be an existing invoice number and also must belong to the customer number entered. The Notes feature is available on the Invoice Number field.
Description:
(40 characters)
Enter a Description for the invoice. This is a required field and defaults to the description of the order that created this invoice. This will appear on the printed invoice.
Inv Group:
[L] (4 characters)
Enter the Group to which this invoice belongs. If entered, the invoice group code must already be set up in Administrator - Tables (OAAT). Once ’Return’ is pressed, the invoice group description will be displayed. The invoice group serves as a way to categorize invoices for reporting and inquiry.
Order #:
(24 characters)
This field displays the Order Number and the Order Type description.
Order Date:
(8 digits)
This field displays the Date of the order, from which this invoice was created.
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ENTRY - INVOICE
Billed Date:
(8 digits)
This field displays the Date the invoice was Billed. The Period will also be displayed.
Due Date:
(8 digits)
This field identifies the Date a payment is Due for this invoice. It is a display only field unless the Invoice Status field is set to ’Owes’. If this is an enterable field, it must be greater than or equal to the Billed Date field.
Early Pymt Dt:
(8 digits) (2 digits/3 decimals)
Enter the Early Payment Date. Based on the terms of the invoice, this field will default to the date calculated by the terms, or (without terms) will default to the Billed Date. Payments made before this date qualify for the early payment discount. This field is enterable if the Invoice Status field is set to ’Owes’. If entered, this date must be greater than the Billed Date field. This field also includes the Early Payment Discount percentage. The discount portion of the field can only be entered if the payment date portion is entered.
Price Grp:
(4 characters)
This field displays the Price Group of this invoice and its description.
Allow Billing:
(Yes/No)
Enter if the invoice is not to be billed to the customer. Otherwise, leave the default of ’Yes’. If the Order Type is set to ’Quote’ or ’Monthly’, this field will default to ’No’.
Disputed:
(Yes/No)
Enter if the payment is not be applied to this invoice after it has been billed. Otherwise, leave the default of ’No’. If the Apply Pymt to Disp Inv field in Administrator - Options (OAAO) is set to ’Yes’, payments and miscellaneous credits will still apply. It will override the entry from this field.
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ENTRY - INVOICE
IF THE DISPUTED FIELD IS CHANGED FROM ’YES’ TO ’NO’, THE FOLLOWING POPUP WINDOW WILL DISPLAY.
Message Cd:
[L] (4 characters)
Enter the Message Code for the message to be printed on the invoice. If entered, the code must already be set up in Administrator - Messages (OAAM).
Terms:
[L] (4 characters)
This two part field displays the Terms for the invoice and allows changes to the description for the terms. Any modifications to the description will display on the invoice.
AR G/L Acct #:
[L] (18 digits/3 delimiters)
This required field displays the Accounts Receivable G/L Account Number as defined for the customer in Setup - Customer (OASC) or from the system-wide default in Administrator - Options G/L Accounting (OAAOG). The account may be modified here. If changed, a journal will be created, tracking the move from the old receivable account to the new account. Once ’Return’ is pressed, the G/L account number description will display. The Account Number must be entered according to the specifications set up in General Ledger Administrator - Options (GLAO). It must also already be set up in General Ledger Setup - Account (GLSA).
Transfer Desc:
(40 characters)
Enter the Transfer Description that will be used if the invoice is transferred to other modules.
Status:
(11 characters)
This field displays the Status of the invoice. Valid invoice status types include: owes, paid, written-off or transferred. 5 - 58
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ENTRY - INVOICE
AMOUNT DUE:
(7 digits/2 decimals/-)
This field displays the calculated invoice Amount Due, taking into consideration applied miscellaneous credits, payments, and tax and penalty adjustments.
Invoice Amt:
(7 digits/2 decimals/-)
This field displays the Invoice Amount, which is the full amount before any miscellaneous credits, payments or adjustments have been applied.
Inv Discnt Amt:
(7 digits/2 decimals/-)
This field displays the accumulated Discount Amount for all line items in the invoice.
Tax Amt:
(7 digits/2 decimals/-)
This field displays the Tax Amount across all tax types.
Early Pymt Discnt:
(7 digits/2 decimals/-)
This field displays the Early Payment Discount amount after the adjustment is made.
Penalty Amt:
(7 digits/2 decimals/-)
This field displays the Penalty Amount for the invoice.
Paid Amt:
(7 digits/2 decimals/-)
This field displays the Amount that has been Paid on the invoice. This includes direct payments (made via Entry - Payments (OAEP)) and any applied miscellaneous credits.
Wrt-Off Amt:
(7 digits/2 decimals)
This field displays the Invoice Amount that has been Written Off. This field displays only if the invoice has been written off.
Wrt-Off Dt
(8 digits)
This field displays the Date the invoice was Written Off. Other Accounts Receivable Reference Manual
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ENTRY - INVOICE
Last Updated By:
(4 characters,8/6 digits)
These fields are for display only. They are automatically updated with the Operator’s initials, system date and system time whenever changes are made in Entry - Invoice (OAEI).
FUNCTION KEYS - Line Item Press to display Entry - Invoice Line Item (OAEIL). This window allows you to modify invoice line items.
- Taxes Press to display Entry - Invoice Taxes (OAEIT). This window allows you to adjust taxes for this invoice.
- Pnlty Adj Press to display Entry - Invoice Penalty Adjustment (OAEIPA). This window allows you to make penalty adjustments to the invoice. THIS FUNCTION IS ONLY AVAILABLE IF THE INVOICE STATUS IS SET TO ’OWES’.
- Print Press to display Entry - Print Invoice (OAEIP). This function allows you to print the invoice.
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ENTRY - INVOICE LINE ITEMS
(OAEIL - Figure 068)
FUNCTION DESCRIPTION This function allows the user to modify and adjust the line items of an invoice. This window will display when the function key is pressed from Entry Invoice (OAEI). You cannot access this function unless the key fields (Customer Number and Invoice Number) have been entered in OAEI. This screen is a multi-line scrolling entry screen. You are allowed to change invoice line item records in this screen, but you are not allowed to add them. To modify a line item, position the cursor on the required line item and press ’Return’. After entry is complete, press ’Go’ to return to the OAEI screen.
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ENTRY - INVOICE LINE ITEMS
FIELD DESCRIPTIONS Ln #
(4 digits)
This is the sequential number assigned to items on an invoice. It is a display only field and automatically displays the line number.
Tn
(1 character)
This field displays the Transaction Type. Valid values are listed below. S R T
= Sales = Return = Trade-in
Prd
(1 character)
This field displays the Product Type. Valid values are listed below. I = Inventory N = Non-Stock
Product
(10 characters)
This field displays the Product number for which the invoice line item is made. If the product type is ’I’ (Inventory), the product must already be set up in Material Inventory Setup - Part (MISP). If the product type is ’N’ (Non-Stock), the product must already be set up in Administrator - Non Stock Items (OAAN).
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ENTRY - INVOICE LINE ITEMS
Whse
[L] (4 characters)
This field displays the Warehouse from which the material is to be delivered, if the product is a material inventory item.
Quantity
(7 digits/2 decimals)
This field displays the Quantity of items to be dispatched.
UOM
(4 characters)
This field displays the Unit Of Measurement of the product, as defined in Administrator - Non-Stock Items (OAAN) or Material Inventory Setup - Part (MISP).
Unit Price
(6 digits/2 decimals)
This field displays the Unit Price for the product. The default unit price is calculated based on the quantity and the pricing type of the product.
Disc %
(2 digits/3 decimals)
If a Discount Percentage has been defined for the line item, it will display here.
Amount
(7 digits/2 decimals/-)
This display only field contains the total line Amount for the line item. If the unit price or the discount amount is changed (using the F7 - Adjust screen), this amount will recalculate and redisplay.
NoTx Grp
[L] (4 characters)
The reason the line item is Non-Taxable is displayed here.
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ENTRY - INVOICE LINE ITEMS
Desc
(30 characters)
The Description of the product will display here. This is a required field that may be modified. The description will default from Material Inventory Setup - Part (MISP) if the product type is ’I’ (inventory). The product description will default from Administrator - Non Stock Items (OAAN) if the product type is ’N’ (non-stock). The Operator is allowed to change the description.
FUNCTION KEYS - Details Press to display Entry - Invoice Line Item Details (OAEILD). This screen allows you to view the line item details.
- Adjust Press to display Entry - Invoice Line Adjustment (OAEILA). This screen allows you to modify the invoice line items after they have been billed. THIS FUNCTION IS AVAILABLE ONLY IF THE INVOICE STATUS IS ’OWES’.
- Price Detail Press to display Entry - Invoice Pricing Detail (OAEIPD). This screen allows you to view the pricing structure of a tiered item. THIS FUNCTION IS AVAILABLE ONLY IF THE ITEM HAS TIERED PRICING.
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ENTRY - INVOICE LINE ITEM DETAILS
(OAEILD - Figure 069)
FUNCTION DESCRIPTION This function is used to inquire on the line item details or to modify the description, extended description or open field values for invoice line items. This window will display when the function key is pressed from Entry - Invoice Line Item (OAEIL). To make a modification, position the cursor on the required line item and press the function key. When entry is complete, press ’Go’ to return to the OAEIL screen.
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ENTRY - INVOICE LINE ITEM DETAILS
FIELD DESCRIPTIONS Tran Type:
(6 characters)
This field displays the Transaction Type description.
Prod Type:
(9 characters)
This field displays the Product Type description.
Invoice Qty:
(7 digits/2 decimals)
This field displays the Quantity of the product on this invoice.
UOM:
(4 characters)
This field displays the Unit Of Measurement for the product.
Product:
(10 characters)
This field displays the Product.
Desc:
(30 characters)
This field contains the Description of the product. It is a required field and may be changed should the description need modifications. This field will initially display the description from Entry Invoice Line Item (OAEIL). The Operator is allowed to change it.
Ext Desc:
(30/30/30/30 characters)
This field contains the Extended Description of the product. It is a required field. This field will initially display the description from Administrator - Non-Stock Item (OAAN) or Material Inventory Setup - Part (MISP). The Operator is allowed to change it.
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ENTRY - INVOICE LINE ITEM DETAILS
Pricing Price Grp:
(15 characters)
This field displays the Price Group description set up in Administrator - Tables (OAAT).
Unit Price:
(6 digits/2 decimals)
This field displays the Unit Price of the product.
Minimum Amt:
(7 digits/2 decimals)
This field contains the Minimum Amount to be charged regardless of the quantity.
Selling Price:
(7 digits/2 decimals)
This field displays the Selling Price. The selling price is calculated as the maximum of either the minimum amount, or the unit price of the product times the order quantity, if the transaction type is ’Sale’. For other trans action types, the minimum will be ignored.
Discount Percent:
(2 digits/3 decimals)
This field displays the Discount Percentage amount for the line item.
Discount Amt:
(7 digits/2 decimals)
This field displays the Discount Amount for the line item.
Non-Taxable Grp:
(4 characters)
This field displays the reason the line item is Non-Taxable.
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ENTRY - INVOICE LINE ITEM DETAILS
Total Line Amt:
(7 digits/2 decimals/-)
This field displays the Total Line Amount excluding the tax, but including the discount. If the quantity, unit price or the discount percentage are changed, this field will be recalculated and redisplayed. THE FOLLOWING TWO FIELDS WILL ONLY DISPLAY IF THE LINE ITEM IS PRORATABLE. THIS IS DEPENDENT ON HOW THE NON-STOCK ITEM IS SET UP IN ADMINISTRATOR - NON-STOCK ITEM (OAAN).
Prorate From:
(8 digits)
Enter the Date to begin the proration calculation. The calculation is determined by taking the unit price of the item, dividing by 30 (for a full month’s worth of days), and then, multiplying that "per day" cost by the number of days, beginning with the Prorate Date (entered here) up to the (but not including the Prorate To field. The Prorate From date cannot be greater than the Prorate To field. If the prorate date is changed, the days will be recalculated.
Prorate To:
(8 digits)
Enter the Date to end the proration calculation. The Prorate To field must be greater than the Prorate From field.
Days
(3 digits)
The prorate Days field will display the number of days. The value can be overridden, but cannot exceed 999 days.
Accounting Rev Grp:
[L] (4 characters)
This field displays the Revenue Group to which the line item belongs.
Work Order #:
[L] (8 digits)
This field displays the Work Order Number for the ’Aid to Constr’ line item. 5 - 68
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ENTRY - INVOICE LINE ITEM DETAILS
Open Fields 1 -4:
(10 characters)
The labels for these (4) Open Fields are defined by the user in Administrator Options (OAAO). These fields are available to enter any additional information specific to the user.
Last Updated By:
(4 characters,8/6 digits)
These fields are for display only. They are automatically updated with the operator’s initials, system date and system time whenever changes are made in Entry - Invoice Line Item Details (OAEILD).
FUNCTION KEYS - DETAILS Press to redisplay the present window, OAEILD.
- Adjust Press to display Entry - Invoice Line Adjustment (OAEILA). This screen allows you to modify the invoice line items after they have been billed. THIS FUNCTION IS AVAILABLE ONLY IF THE INVOICE STATUS IS ’OWES’.
- Price Detail Press to display Entry - Invoice Pricing Detail (OAEIPD). This screen allows you to view the pricing structure of a tiered item. THIS FUNCTION IS AVAILABLE ONLY IF THE ITEM HAS TIERED PRICING.
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ENTRY - INVOICE LINE ADJUSTMENT
(OAEILA - Figure 070)
FUNCTION DESCRIPTION This function is used to display and modify the line items of an invoice which has an ’Owes’ status. This function can be accessed by pressing the function key from Entry - Invoice Line Item (OAEIL) or Entry - Invoice Line Item Details (OAEILD). You cannot access this function unless the invoice has an ’Owes’ status. The current information is listed under ’Previous Line Values’, and users may change the revenue group, non-taxable reason, unit price (if item does not have tiered pricing), minimum amount, and discount amount, by entry into the appropriate fields under ’New Line Values’.
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ENTRY - INVOICE LINE ADJUSTMENT
Press ’Go’ to save the adjustments and return either to OAEIL or OAEILD. The adjustments made on this screen will create credit/debit memos to the invoice.
FIELD DESCRIPTIONS Tran Type:
(6 characters)
This field displays the Transaction Type from the Entry - Invoice Line Item (OAEIL) screen.
Prod Type:
(9 characters)
This field displays the Production Type from the Entry - Invoice Line Item (OAEIL) screen.
Invoice Qty:
(7 digits/2 decimals)
This field displays the Invoice Quantity from the Entry - Invoice Line Item (OAEIL) screen.
UOM:
(4 characters)
This field displays the Unit Of Measurement from the Entry - Invoice Line Item (OAEIL) screen.
Product:
(10 characters)
This field displays the Product and description from the Entry - Invoice Line Item (OAEIL) screen.
Reference:
(24 characters)
Enter any additional information concerning the line adjustment. This is a required field. If it is left blank, it will default to ’OA Invoice Line Item Adj’.
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ENTRY - INVOICE LINE ADJUSTMENT
Prev & New Line Values Rev Grp:
[L] (4 characters)
This field identifies the Revenue Group to which the line item belongs. The New Line Value Revenue Group is a required field and if left blank, will default to the Previous Line Value Revenue Group. Once ’Return’ pressed, the revenue group description will be displayed. Changing the Revenue Group will potentially change the G/L accounting that is in place for the line item. A credit/debit memo will be created to track this modification.
Non-Taxable Grp:
[L] (4 characters)
This field identifies the reason the item is Non-Taxable. The New Line Value Non-Taxable Group is a required field. If it is left blank, it will default to the Previous Line Value Non-Taxable Group. The non-taxable group entered must already be set up in Administrator - Tables (OAAT).
Unit Price:
(7 digits/2 decimals)
This field identifies the Unit Price of the product. The New Line Value field may be changed, creating a credit/debit memo to the invoice. When changed, the Total Line Amount will display the new line total. The field is not enterable if the item’s pricing is tiered.
Minimum Amt:
(7 digits/2 decimals)
This field identifies the Minimum Amount to be charged for a product, regardless of the quantity. This is a required field. If it is left blank, it will default to the Previous Line Value Minimum Amount.
Discount Percent:
(7 digits/3 decimals)
This field displays the Discount Percentage for the line item. Access to this field is allowed if the discount for either the line item or entire invoice has been entered as a percentage. If no discount has been defined or the discount was set as an amount, then no entry is allowed.
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Discount Amt:
(5 digits/2 decimals)
This field identifies the Discount Amount for the line item. If the discount for the invoice has been entered as an amount in Entry - Order Line Item Details (OAEOLD), then access to this field is allowed. The discount amount entered cannot be larger than the Total Line Amount field.
Prorate From:
(8 digits)
Enter the Date to begin the proration calculation. The calculation is determined by taking the unit price of the item, dividing by 30 (for a full month’s worth of days), and then, multiplying that "per day" cost by the number of days, beginning with the Prorate Date (entered here) up to the (but not including the Prorate To field. The Prorate From date cannot be greater than the Prorate To field. If the prorate date is changed, the days will be recalculated.
Prorate To:
(8 digits)
Enter the Date to end the proration calculation. The Prorate To field must be greater than the Prorate From field.
Days
(3 digits)
The Days field will display the number of days. The value can be overridden, but cannot exceed 9999 days.
Total Line Amt:
(7 digits/2 decimals)
This field displays the Total Line Amount for the item. If the Unit Price, Minimum Amount, Discount Percent or Discount Amount have been changed, the New Line Value Total Line Amount will be redisplayed.
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ENTRY - INVOICE PRICING DETAIL
(OAEIPD - Figure 071)
FUNCTION DESCRIPTION This function is used to display the item price details for items having a tiered pricing structure. You can access this screen by pressing the function key from Entry - Invoice Line Item (OAEIL), or the function key from Entry Order Line Items (OAEOL).
FIELD DESCRIPTIONS Quantity
(7 digits)
This field displays the Quantity of item. If the quantity for this line item has multiple tiers, each will be displayed.
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ENTRY - INVOICE PRICING DETAIL
Unit Price
(7 digits/2 decimals)
This field displays the Unit Price for the item, appropriate to each tier effected by this line item.
Amount
(7 digits/2 decimals)
This field displays the Amount of each tier, calculated by taking the quantity times the tier’s unit price.
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ENTRY - INVOICE TAXES
(OAEIT - Figure 072)
FUNCTION DESCRIPTION This function is used to maintain the taxes applicable to the invoice. The Operator is allowed to specify whether the tax types identified are applicable. This screen can be accessed by pressing the function key from Entry - Invoice (OAEI). You cannot access this function unless the key fields (Customer Number and Invoice Number) have been entered in OAEI. Initially when a new invoice is created, the values will default from the order file. You are allowed to change the tax code exempt status if the Invoice Status is ’Owes’ by pressing the F6 - Adjust key. The Tax Amount will be recalculated when changes are made. When entry is complete, press ’Go’ to return to the OAEI screen. 5 - 76
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ENTRY - INVOICE TAXES
FIELD DESCRIPTIONS Tax Type
(15 characters)
This field displays the various Tax Types currently set for the system. The first five tax types are standard (federal, state, county, city and school). The next five tax types are defined by the user in Administrator - Tables (OAAT).
Tax Cd
[L] (5 characters)
This field identifies the Tax item. It is an enterable field if the Invoice Status is set to ’N’ (not billed) and the tax type is not blank. The tax codes and the exempt fields are filled based on the entries made in Setup - Customer (OASC). You are allowed to change the default tax codes and the exempt flag by using the F6 - Adjust key. If entered, the tax code must already be set up in Administrator - Tax Types (OAAX).
Exempt
(Yes/No)
The current Exempt status is displayed for each tax type.
Description
(24 characters)
This field displays the tax Description set up in Administrator - Tax Types (OAAX).
Tax %
(2 digits/4 decimals)
This field displays the Tax Percentage for the tax type and code combination set up in Administrator - Tax Type (OAAX).
Tax Amt
(7 digits/2 decimals/-)
This field displays the calculated Tax Amount for the invoice.
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ENTRY - INVOICE TAXES
FUNCTION KEYS - Adjust Press to display Entry - Invoice Taxes Adjustment (OAEITA). This allows you to adjust the taxes for an invoice after it has been billed. THIS FUNCTION KEY IS AVAILABLE ONLY IF THE INVOICE STATUS IN ENTRY - INVOICE (OAEI) IS SET TO ’OWES’.
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ENTRY - INVOICE TAX ADJUSTMENT
(OAEITA - Figure 073)
FUNCTION DESCRIPTION This function is used to display and modify the tax details of the invoice after it has been billed. This function is accessed by pressing the function key from Entry - Invoice Taxes (OAEIT). You cannot access this function unless the invoice has an ’Owes’ status. The screen displays the old tax information under the heading ’Previous Tax Values’ and allows you to enter the new tax information under the heading ’New Tax Values’. When necessary changes have been made, press ’Go’ to return to the OAEIT screen.
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ENTRY - INVOICE TAX ADJUSTMENT
FIELD DESCRIPTIONS Reference:
(24 characters)
This field allows entry of additional information concerning the tax adjustment. This is a required field. If this field is left blank, it will default to ’OA Invoice Tax Adj’.
Tax Type
(15 characters)
This field identifies Tax Types set up in Administrator - Tables (OAAT)
Previous Tax & New Tax Values Tax Cd
[L] (5 characters)
This field identifies the Tax Code for the invoice. Enter the New Tax Values Tax Code applicable to this invoice. If it is left blank, it will default to the Previous Tax Value Tax Code. This is a required field if the Exempt field is set to ’No’. This field must be left blank if the Exempt field associated with this tax code is set to ’Yes’ and other taxing authorities are flagged set as ’Not Exempt’.
Exempt
(Yes/No)
This field identifies whether the invoice is Exempt from this particular tax. In the New Tax Value Exempt field, enter if the invoice is not exempt from taxation. Otherwise, leave the default of ’Yes’. Once ’Return’ is pressed, the tax code description, percentage and tax amount will be displayed.
Tax Amt
(7 digits/2 decimals/-)
This field displays the calculated Tax Amount for the invoice. If the Tax Code and Exempt fields have been changed, the calculated tax amount will be redisplayed.
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ENTRY - INVOICE PENALTY ADJUSTMENT
(OAEIPA - Figure 074)
FUNCTION DESCRIPTION This screen is used to enter penalty adjustments for a particular invoice. You can access this function by pressing the function key from Entry - Invoice (OAEI). This function cannot be accessed unless the Invoice Status is set to ’Owes’. When entry is completed, press ’Go’ to return to the OAEI screen.
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ENTRY - INVOICE PENALTY ADJUSTMENT
FIELD DESCRIPTIONS Billed Date:
(8 digits)
This field displays the Date the invoice was Billed.
Due Date:
(8 digits)
This field displays the Date the invoice payment is Due.
AMOUNT DUE:
(7 digits/2 decimals)
This field displays the calculated Amount Due on this invoice.
Curr Penalty Due:
(7 digits/2 decimals)
This field displays the Current Penalty amount Due for this invoice.
Adjustment Date:
(8 digits)
Enter the Date on which the penalty Adjustment is made. This is a required field.
Penalty Adj:
(7 digits/2 decimals/-)
Enter the new Penalty Adjustment amount which should be added to the invoice. This is a required field. The current penalty due plus the penalty adjustment cannot be less than zero. Enter a positive value to increase the current penalty, and a negative value to decrease.
Reference:
(24 characters)
Enter any additional information concerning the penalty adjustment. This is a required field. If this field is left blank, it will default to ’OA Penalty Adjustment’.
FUNCTION KEYS - History Press to display Entry - Penalty Adjustments History (OAEIPAH). This screen allows you to view all the penalties applicable to this invoice. 5 - 82
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ENTRY - PENALTY ADJUSTMENT PENALTY HISTORY
(OAEIPAH - Figure 075)
FUNCTION DESCRIPTION This function is used to view all penalty history records for a particular invoice. A ’Yes’ in the Adjustment field identifies the penalty as an adjustment, rather than a penalty calculated by the system. The history records are displayed in reverse chronological order. This window will display when the function key is pressed from Entry - Invoice Penalty Adjustment (OAEIPA). All fields displayed are for inquiry only, and the Operator is NOT allowed to modify them. Once you have finished viewing the information, press ’Cancel’ to return to penalty adjustment screen.
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ENTRY - PRINT INVOICE
(OAEIP - 076)
FUNCTION DESCRIPTION This function is used to print the invoice for a customer as a result of adjustments made to an invoice line item. This window will display when the function key is pressed from Entry - Invoice (OAEI).
FIELD DESCRIPTIONS Printer:
[L] (10 characters)
Identify the Printer where the invoice should be printed. This will default to the printer specified for the current Operator in System Administrator Setup Operator (SASO), but the Operator is allowed to change the printer name.
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ENTRY - PRINT INVOICE
# Of Pages Of Lineup:
(2 digits)
Enter the Number Of Pages needed to Line up the invoice. For one page of lineup, leave the default of ’1’.
Print Remittance:
(Yes/No)
Enter if the Remittance should not be printed. Otherwise, leave the default of ’Yes’. Print requests from an OA Entry screen are queued for Report Manager.
Forms printing within the OA module will require the Operator to access the Utilities menu for printing and unloading the forms.
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ENTRY - PAYMENTS
(OAEP - Figure 077)
FUNCTION DESCRIPTION This function is used to enter payments from customers. This is a posting function where the first line of the screen is used for entry and the bottom lines are display only. The records below the posting line will be displayed in set number sequence. Once the payment information has been entered, you can press ’Go’ to add the payment records. Transactions are posted to the General Ledger account number after the entry has been accepted. The Notes feature is available on the Customer Number. Notes can be entered or viewed for the particular customer at any time while in this function.
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ENTRY - PAYMENTS
FIELD DESCRIPTIONS Customer #
[L] (12 digits)
Enter the Customer Number. This is a required field. Once ’Return’ is pressed, the customer lookup name, Notes and the default values of the date, total due for the customer and payment mode will be displayed. The Customer Number entered must already be set up in Customer - Setup (OASC). THE FOLLOWING MESSAGE WILL DISPLAY IF THE CUSTOMER’S TRANSFER TO UTILITY BILLING SET SET TO ’YES’ IN ADMINISTRATOR - OPTIONS (OAAO). THIS MESSAGE IS ONLY A WARNING AND THE PAYMENT PROCESS CAN CONTINUE.
NO payments for the cash customer may be entered in this screen. Please use the Order - Counter Sale payment features for receiving payments from this customer designation.
Payment Amt
(7 digits/2 decimals)
Enter the Amount of the Payment. This is a required field. If the customer’s balance is a credit, this field will default to zero. Otherwise, it will default to the customer’s total due. The Payment Distribute screen, accessed by pressing F6 - Distribute, allows you to specify where the payment should be applied. If the payment amount is changed after the payment distribution has been entered, but before ’Go’ is pressed, the Payment Distribute screen must be accessed again if the automatic distribution is to be changed.
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ENTRY - PAYMENTS
The criteria for default distribution is as follows 1. Payment will be applied to the oldest pending invoice first, through the latest pending invoice. 2. Next, payments are applied to any existing penalties. 3. Any unapplied amount left is treated as miscellaneous credit. 4. If the invoice is disputed, and the ’Apply Amount To Disputed Invoice’ in Administrator - Options (OAAO) is set to ’No’, the invoice is skipped. The following examples assume that no amount will be applied to disputed invoices, and the pending invoices fall in the same period. The amount due for an invoice is calculated as follows: amount due = (invoice amount + penalty amount) - (amount applied to invoice + amount applied to penalty) - (early payment discount amount if payment date is less than discount date). The initial values for the invoice #10, 20 and 30 are as follows: Customer # Invoice # Due Date Discount Date Dispute Invoice amount Penalty amount Amount applied to invoice Amount applied to penalty Invoice status Early payment discount
10 10 10/10/1994 10/10/1994 No $100.00 $10.00 0 0 Owes $10.00
Total due:
$560 (100 + 10 for invoice #10 + 200 - 20 for invoice #20 + 300 - 30 for invoice #30)
20 10/15/1994 10/15/1994 No $200.00 0 0 0 Owes $20.00
30 10/20/1994 10/20/1994 No $300.00 0 0 0 Owes $30.00
Example 1 Payment details (Under payment) Amount: $350.00 Date: 10/14/1994
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ENTRY - PAYMENTS
The default distribution will be: Customer # Invoice# Due Date Discount Date Dispute Invoice amount Penalty amount Amount applied to invoice Amount applied to penalty Invoice status Early payment disc. applied
10 10 10/10/1994 10/10/1994 No $100.00 $10.00 $100.00 0 Owes 0 (No disc. appl)
20 10/15/1994 10/15/1994 No $200.00 0 $180.00 0 Paid $20.00 (Disc. appl)
30 10/20/1994 10/20/1994 No $300.00 0 $70.00 0 Owes 0 (No disc. appl)
Note that the invoice amount for the oldest invoice (invoice #10) is satisfied first, followed by invoice #20 where early payment discount is applicable. The remaining amount is applied to the latest invoice (invoice #30). The status of invoice #10 remains ’Owes’ since the penalty for the invoice is due. The status of invoice #20 is changed to ’Paid’ and the status of invoice #30 remains as ’Owes’. Also note that no early payment discount is applied to invoice #30, since the payment for this invoice is only partial. Example 2 Payment details (Equal payment) Amount: $560.00 Date: 10/14/1994 The default distribution will be: Customer # Invoice # Due Date Discount Date Dispute Invoice amount Penalty amount Amount applied to invoice Amount applied to penalty Invoice status Early payment disc. applied
10 10 10/10/1994 10/10/1994 No $100.00 $10.00 $100.00 $10.00 Paid 0 (No disc. appl)
20 10/15/1994 10/15/1994 No $200.00 0 $180.00 0 Paid $20.00 (Disc. appl)
30 10/20/1994 10/20/1994 No $300.00 0 $270.00 0 Paid $30.00 (Disc. appl)
All invoices get ’Paid’.
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ENTRY - PAYMENTS
Example 3 Payment details (Over payment) Amount: $600.00 Date: 10/14/1994 The default distribution will be: Customer # Invoice # Due Date Discount Date Dispute Invoice amount Penalty amount Amount applied to invoice Amount applied to penalty Invoice status Early payment disc. applied
10 10 10/10/1994 10/10/1994 No $100.00 $10.00 $100.00 $10.00 Paid 0 (No disc. appl)
20 10/15/1994 10/15/1994 No $200.00 0 $180.00 0 Paid $20.00 (Disc. appl)
30 10/20/1994 10/20/1994 No $300.00 0 $270.00 0 Paid $30.00 (Disc. appl)
All invoices get ’Paid’ and a miscellaneous credit of $40 goes into the customer’s account.
Mode
[L] (4 characters)
Enter the Mode of payment. The payment mode is used to determine the general ledger to which payments are to be posted. This field will initially default to the default payment mode set up in Administrator - Options (OAAO). If this field is changed, the entry must already be set up in System Administrator Setup - Tables (SAST). Credit card payments will be posted to the credit card general ledger number from OAAO. The default general ledger account number for other payment modes will be the cash general ledger account number.
Bank Acct
[L] (4 digits)
Enter the Bank Account ID from which the cash account should come.
Payment Date
(8 digits)
Enter the Date the Payment was made. This is a required field. The date entered must be between 1950 and 2010. Today’s date will initially display, but may be overwritten. 5 - 90
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Total Due
(7 digits/2 decimals/-)
This field displays the Total Due amount for the customer’s pending invoices including the penalty amounts,but excluding the total miscellaneous credit in the customer’s account.
Set #
(5 digits)
This is a display only field. It is a unique sequential number automatically assigned to each transaction entry in this activity.
Reverse Type
(7 characters)
This field displays the Type of payment Reversal, indicating whether the payment was backed out. The reversal indicator is for display only. The default for this field assumes a payment, hence, the indication is blank. In case of a backout, the reversal indicator indicates ’Backout’. Once you have entered the Payment transaction, the following will occur: • The Customer’s balance will be reduced by the amount of the payment, based on the distribution shown in the distribution window. • A Payment transaction will be created reflecting the amount of the payment. • Invoice Payment transaction(s) will be created reflecting the amount of the payment that was applied to individual invoice(s). • A Miscellaneous Credit transaction will be created in case of an over payment, reflecting the unapplied amount going toward the Customer’s credit. The GL account number, defined in OASC as the customer’s appropriate receivable account, will be credited for the excess amount. • The General Ledger account number set up in Administrator - Options (OAAO) for the Cash account will be debited by the amount equal to the payment amount. • The General Ledger account as given in the invoice Entry - Invoice (OAEI) account is credited for individual invoices. • In case of an offer of early payment discount, the General Ledger account number set up in Administrator - Options (OAAO) for early payment discount will be debited by an amount equal to the discount amount and the General Ledger account set as the receivable account for the invoice is credited by the same amount.
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ENTRY - PAYMENTS
Reference
(24 characters)
Enter any additional information pertaining to the payment. If this field is left blank, it will default to ’OA Payment’.
FUNCTION KEYS - Distribute Press to display Entry - Payment Distribute (OAEPD). This window allows you to manually distribute the received payment amount to pending invoices. THIS FUNCTION KEY IS AVAILABLE ONLY AFTER ENTRY OF A PAYMENT AMOUNT.
- History Press to display Entry - Payment History (OAEPH). This window allows you to view previous payment transactions for this customer.
- Set Inquiry Press to display Entry - Set Inquiry (OAEPSI). This window allows you to view the additional set numbers in this journal.
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ENTRY - PAYMENT DISTRIBUTE
(OAEPD - Figure 078)
FUNCTION DESCRIPTION This window is used to manually distribute the payment amount to different invoices. You must specify where the dollars should be applied in relation to the total amount due. This window will display by pressing the function key from Entry - Payments (OAEP). This is a multi-line, scrolling entry screen. The cursor must be positioned on the line invoice number to scroll. The Operator can change records by placing the cursor on the line to be modified and pressing ’Return’. You are not allowed to add or delete payment records from this function.
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ENTRY - PAYMENT DISTRIBUTE
Payments will be applied to invoices with an ’Owes’ status for the same customer. If the invoice is noted as disputed, the payment will only be applied if the apply Payment to Disp Inv field is set to ’Yes’ in Administrator - Options (OAAO). The invoices the payments will be applied to are selected by invoice due date. If there is more than one invoice with the same due date, the invoice with the smallest invoice number is selected. If a miscellaneous credit is generated from this payment, it will be applied to the next invoice generated for the customer.
FIELD DESCRIPTION Invoice #
(8 digits)
This field displays the Invoice Number.
Disputed
(Yes/No)
This is a display only field. If ’Yes’ is displayed, the payments are applied to the disputed invoices. If ’No is displayed, they will not.
Due Date
(8 digits)
This field displays the Date the invoice is Due.
Due Amt
(7 digits/2 decimals)
This field displays the total Due Amount for the invoice number shown.
Applied Amt
(7 digits/2 decimals)
Enter the Amount to be Applied toward the payment of each pending invoice. The invoice description will be displayed. When this field is changed, the totals on the bottom of the screen will be updated. The total applied amount at any point of time should not exceed the payment amount as entered in the payment screen. The amounts applied to individual invoices should not exceed the invoice due amount for that invoice. 5 - 94
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Misc Credit:
(7 digits/2 decimals)
This field displays the amount which goes into Miscellaneous Credit if there is unapplied amount left. Miscellaneous credit is not created when there are any invoices pending.
Total Amount Due
(7 digits/2 decimals)
This field displays the Total Amount Due from the customer plus the total applied amount to pending invoices.
Total Applied Amt
(7 digits/2 decimals)
This field displays the Total Applied Amount for all invoices. It cannot exceed the payment amount.
FUNCTION KEYS - Penalty/Early Payment Detail Pressing will display either Entry - Early Payment Detail (OAEPDE) or Entry - Penalty Detail (OAEPDP). OAEPDE will display if no penalty exists and an early payment discount is applicable. It allows the user to apply a discount even if the payment date is past the due date. OAEPDP will display if a penalty exists. It will allow the user to distribute the applied amount between the amount applied to the invoice and the amount applied to the penalty.
- Misc CR Dist Pressing will display Entry - Miscellaneous Credit Distribution (OAEPDM). This window will allow distribution of the miscellaneous credit that was created by this payment to future invoices.
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ENTRY - EARLY PAYMENT DETAIL
(OAEPDE - Figure 079)
FUNCTION DESCRIPTION This window is used to view and modify the distribution of payment to an invoice for which the Operator is accepting an early payment discount, after the early payment date has past. This window is available by pressing the function key from Entry - Payments Distribute (OAEPD) and the following conditions exist. • There is no penalty. • Early payment discount currently applied to the invoice is zero. But, the invoice record has early payment information set (date and discount percentage). • There is enough payment to satisfy the invoice due.
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ENTRY - EARLY PAYMENT DETAIL
FIELD DESCRIPTION Invoice Due:
(7 digits/2 decimals)
This field displays the Invoice Due Amount
Invoice Applied Amt
(7 digits/2 decimals)
Enter the payment Amount Applied to the Invoice. The amount entered cannot be greater than the Invoice Due Amount. If it is less, the amount entered here plus the amount applied for early payment discount must equal the invoice due.
Early Payment Discount:
(7 digits/2 decimals)
This field displays the maximum Early Payment Discount amount applicable to the invoice. This is calculated from the discount percentage entered in Entry - Invoice (OAEI), and the invoice due amount.
Early Payment Discount Applied Amt
(7 digits/2 decimals)
Enter the Amount Applied to the Early Payment Discount. This amount cannot be greater than the Early Payment Amount field. The amount applied to the invoice and the amount applied to early payment discount added together cannot exceed the invoice due amount.
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ENTRY - PENALTY DETAIL
(OAEPDP - Figure 080)
FUNCTION DESCRIPTION This window is used to view and modify the distribution of payment to an invoice for which penalty is due. This provides the user a means of decreasing or removing a penalty at the time of payment. This window will display by pressing the function key from Entry - Payments Distribute (OAEPD) when there is penalty.
FIELD DESCRIPTION Invoice Due Amt
(7 digits/2 decimals)
This field displays the Amount Due for the Invoice.
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Invoice Applied Amt
(7 digits/2 decimals)
Enter the Amount Applied to the Invoice. This amount cannot be greater than the Invoice Due Amount field.
Penalty Due Amt
(7 digits/2 decimals)
This field displays the Penalty Amount Due for the invoice.
Penalty Applied Amt
(7 digits/2 decimals)
Enter the Amount Applied for Penalty. The amount entered cannot be greater than the penalty amount for the invoice, but may be less, indicating a decrease in the penalty. The amount applied to the invoice and the amount applied to penalty cannot exceed the amount entered in the Payment - Distribute window.
Total Due Amt:
(7 digits/2 decimals)
This field displays the Total Amount Due for the invoice and the penalty added together.
Total Applied Amt:
(7 digits/2 decimals)
This field displays the Total Amount Applied to the invoice and the total penalty applied amount combined.
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ENTRY - MISCELLANEOUS CREDIT DISTRIBUTION
(OAEPDM - Figure 080.1)
FUNCTION DESCRIPTION This window is used to distribute the miscellaneous credit that was created from the payment entered. The distribution will occur on future invoices based on that invoice’s invoice group and/or order group. If both the order group and the invoice group are spaces, then leave the credit off of this screen for manual distribution through the OAED screen. This window will display by pressing the function key from Entry - Payments (OAEP) and will only be available if a miscellaneous credit was created.
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FIELD DESCRIPTIONS Apply to future invoices with: Invoice Group:
[L] (4 characters)
Enter the Invoice Group the miscellaneous credit should be applied to. This invoice group must already be set up in Administrator - Tables (OAAT). Once ’Return’ is pressed, the invoice group description will display.
Order Group
[L] (4 characters)
Enter the Order Group the miscellaneous credit should be applied to. This order group must already be set up in Administrator - Tables (OAAT). Once ’Return’ is pressed, the order group description will display.
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ENTRY - PAYMENT HISTORY
(OAEPH - Figure 081)
FUNCTION DESCRIPTION This window is used to view previous payment transactions for the customer. All fields displayed are for inquiry only, and the Operator is NOT allowed to modify them. This window will display when the function key is pressed from Entry - Payments (OAEP).
FIELD DESCRIPTION Payment Date
(8 digits)
This field displays the Date the Payment was made.
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Payment Amt
(7 digits/2 decimals)
This field contains the Amount of the Payment.
Mode
(4 characters)
This field displays the Mode by which the payment was made.
Jrnl #
(8 digits)
This field displays the Journal Number used to enter the payment.
Set #
(5 digits)
This field displays the Set Number which was assigned when the payment was entered.
Period
(6 digits)
This field contains the Period (4 digit year, 2 digit month) to which the payment was applied.
Reverse Type
(1 character)
This field displays the Type of Reversal if the transaction happened to be a reversal, such as NSF or Backout.
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ENTRY - PAYMENT HISTORY
FUNCTION KEYS - Distribute Press to display Entry - Payment History Distribution (OAEPHD). This window allows you to view where the payment was distributed.
- Backout Press to display Entry - Payment History Backout Transaction (OAEPBO). This window allows you to backout a payment transaction for the customer.
- Reverse Dtl Press to display Inquiry - Payment Reversal Detail (OAIPR). This window allows you to view the reversal details of a backed out or an NSF’ed transaction. Refer to Figure #043 for more information on this function.
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ENTRY - PAYMENT HISTORY DISTRIBUTION
(OAEPHD - Figure 082)
FUNCTION DESCRIPTION This window is used to view the distribution of a selected payment to various invoices and the creation of miscellaneous credit during the payment transaction. This window can be accessed by pressing the function key from Entry Payment History (OAEPH) or Entry - Non-Sufficient Fund (OAEN). All fields displayed are for inquiry only, and the Operator is NOT allowed to modify them.
FIELD DESCRIPTIONS Invoice #
(8 digits)
This field displays the Invoice Number the payment was distributed to.
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ENTRY - PAYMENT HISTORY DISTRIBUTION
Description
(40 characters)
This field displays the Description of the invoice to which the payment was applied.
Inv Amt
(7 digits/2 decimals)
This field displays the Invoice Amount applied to the payment distributed.
Pnlty Amt
(7 digits/2 decimals)
This field displays the Penalty Amount applied to the payment made.
Misc Credit:
(7 digits/2 decimals)
This field displays the Miscellaneous Credit amount during the payment.
Total For Invoice Amounts
(8 digits/2 decimals)
This field displays the total Invoice Amount applied to all the invoices for the payment.
Total For Penalty Amounts
(8 digits/2 decimals)
This field displays the total Penalty Amount applied to the penalties for the payment.
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ENTRY - PAYMENT HISTORY BACKOUT TRANSACTION
(OAEPBO - Figure 083)
FUNCTION DESCRIPTION This window is used to backout a payment transaction for the current customer. If a payment has been entered in error, either the wrong amount or to the wrong account, it must be backed out and then entered correctly. This window can be accessed by pressing the function key from Entry - Payment History (OAEPH). All file updating that took place when the original payment was entered, including General Ledger, will be reversed. After a payment is backed out, any miscellaneous credits for this customer will be applied to invoices with an ’Owes’ status, by due date and invoice number. If there are no invoices with an ’Owes’ status, the unapplied miscellaneous credits will then be applied to any outstanding penalties for that customer.
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ENTRY - PAYMENT HISTORY BACKOUT TRANSACTION
If the invoice is disputed, be sure the Apply Pymt To Disp field is set to ’Yes’ in Administrator - Options (OAAO) so the miscellaneous credit is applied to the invoice even though it is disputed. The audit transactions can be printed using Report - Transactions (OART) and Report - Periodic GL Accounting (OARPA), or viewed on-line using Inquiry - Billing History Payments (OAIBP). If a payment has been entered for the cash customer and now must be backed out, the invoice for the cash customer must first be moved to another customer (Entry - Move Invoice (OAEM)). When moved, the Operator may use this function to backout the payment.
FIELD DESCRIPTIONS Backout:
(Yes/No)
Enter if the payment transaction displayed is to be Backed Out. Otherwise, leave the default of ’No’.
Reference:
(24 characters)
Enter additional information pertaining to the transaction being backed out. If no entry is made, the default, ’OA Payment Backup’, will be entered.
Customer #
(12 digits)
This field displays the Number of the Customer making the payment.
Lookup Name
(15 characters)
This field displays the Lookup Name of the customer. The Lookup Name is defined in the SASN record for the customer.
Payment Date
(8 digits)
This field displays the Date the Payment was made.
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ENTRY - PAYMENT HISTORY BACKOUT TRANSACTION
Period
(6 digits)
This field contains the Period (4 digit year, 2 digit month) to which the payment was applied.
Payment Amt
(7 digits/2 decimals)
This field contains the Amount of the Payment made.
Jrnl #
(8 digits)
This field displays the Journal Number used to enter the payment.
Set #
(5 digits)
This field displays the Set Number which was assigned when the payment was entered.
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ENTRY - PAYMENTS SET INQUIRY
(OAEPSI - Figure 085)
FUNCTION DESCRIPTION This window is used to view previous payment transactions for the current journal in use. All fields displayed are for inquiry only, and the Operator is NOT allowed to modify them. This window will be displayed when the function key is pressed from Entry - Payments (OAEP).
FIELD DESCRIPTION Set #
(5 digits)
This field displays the Set Number which was assigned when the payment was entered. To access the payment desired, use the ’Up/Down Arrow’ keys to highlight the Set Number. 5 - 110
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Customer #
[L] (8 digits)
This field displays the Customer Number for the payment transaction. The customer number entered must already be set up in Customer - Setup (OASC).
Lookup Name
(15 characters)
The customer’s Lookup Name is displayed in this field.
Payment Amt
(7 digits/2 decimals)
This field contains the Amount of the Payment.
Payment Date
(8 digits)
This field displays the Date the Payment was made.
Mode
(4 characters)
This field displays the Mode by which payment was made.
Reverse Type
(7 characters)
This field displays the Type of Reversal if the transaction happened to be a reversal, such as an NSF or Backout.
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ENTRY - PAYMENTS SET INQUIRY
FUNCTION KEYS - Distribute Press to display Entry - Payments Set Inquiry Distribute (OAEPSID). This window allows you to view where the payment was distributed.
- Backout Press to display Entry - Payments Set Inquiry Backout (OAEPSIB). This window allows you to backout a payment transaction for the customer.
- Reverse Dtl Press to display Inquiry - Payment Reversal Detail (OAIPR). This window allows you to view the reversal details of a backed out or an NSF’ed transaction. Refer to Figure #043 for more information on this function.
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ENTRY - PAYMENTS SET INQUIRY DISTRIBUTE
(OAEPSID - Figure 086)
FUNCTION DESCRIPTION This function is used to view the distribution details of a selected payment. You may press the function key from Entry - Payments Set Inquiry (OAEPSI) to access the function. All fields displayed are for inquiry only, and the Operator is NOT allowed to modify them.
FIELD DESCRIPTIONS Invoice #
(8 digits)
This field displays the Invoice Number the payment was distributed to.
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Description
(40 characters)
This field displays the Description of the invoice to which the payment was applied.
Inv Amt
(7 digits/2 decimals)
This field displays the Invoice Amount applied to the payment distributed.
Pnlty Amt
(7 digits/2 decimals)
This field displays the Penalty Amount applied to the payment made.
Misc Credit:
(7 digits/2 decimals)
This field displays the Miscellaneous Credit amount during the payment.
Total Of Invoice Amounts
(8 digits/2 decimals)
This field displays the total Invoice Amount applied to all the invoices for the payment.
Total Of Penalty Amounts
(8 digits/2 decimals)
This field displays the total Penalty Amount applied to the penalties for the payment.
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ENTRY - PAYMENTS SET INQUIRY BACKOUT
(OAEPSIB - Figure 087)
FUNCTION DESCRIPTION This window is used to back out a payment transaction in the current journal. If a payment has been entered in error, either the wrong amount or to the wrong account, it must be backed out and then entered correctly. This window can be accessed by pressing the function key from Entry - Payments Set Inquiry (OAEPSI). All file updating that took place when the original payment was entered, including General Ledger, will be reversed. The audit transactions can be printed using Report - Transactions (OART) or viewed on-line using Inquiry - Billing History Payments (OAIBP).
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ENTRY - PAYMENTS SET INQUIRY BACKOUT
FIELD DESCRIPTIONS Backout:
(Yes/No)
Enter if the transaction displayed is to be Backed Out. Otherwise, leave the default of ’No’.
Reference:
(24 characters)
Enter additional information pertaining to the transaction being backed out. If no entry is made, the default, ’OA Payment Backup’, will be entered.
Customer #
(12 digits)
This field displays the Number of the Customer Number making the payment.
Lookup Name
(15 characters)
This field displays the Lookup Name of the customer.
Payment Date
(8 digits)
This field displays the Date the Payment was made.
Period
(6 digits)
This field contains the Period (4 digit year, 2 digit month) to which the payment was applied.
Payment Amt
(7 digits/2 decimals)
This field contains the Amount of the Payment made.
Jrnl #
(8 digits)
This field displays the Journal Number used to enter the payment.
Set #
(5 digits)
This field displays the Set Number which was assigned when the payment was entered.
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ENTRY - DISTRIBUTE MISC. CREDITS
(OAED - Figure 087.1)
FUNCTION DESCRIPTION This function is used to display miscellaneous credits in the lower portion of the screen that meet the criteria entered in the top portion of the screen. The miscellaneous credits are displayed in customer number, miscellaneous credit number sequence. This screen allows the user the ability to change the distribution of a miscellaneous credit. If the Auto Apply Misc. Crdts field is set to ’No’ on the Administrator - Options (OAAO) screen, the invoice group and the order group are updateable. If either of these two groups are changed, an audit transaction is created to maintain an audit trail on how the miscellaneous credit has been changed. This trail can then be used for trouble shooting why a credit applied or did not apply to invoices.
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ENTRY - DISTRIBUTE MISC. CREDITS
FIELD DESCRIPTIONS Customer #:
[L] (12 digits)
Enter the Customer Number of the miscellaneous credits to select. If entered, this customer number must already be set up in Setup - Customer (OASC).
Misc Cr #:
[L] (9 digits)
Enter the Miscellaneous Credit Number. If a specific miscellaneous credit number is entered, only that credit number information will show matching that selection criteria in the lower portion of the screen. If the field is left blank, all the miscellaneous credits will display for the remaining criteria.
Fully Applied:
(Yes/No)
Enter to show all the miscellaneous credits that have been fully applied to invoices. Otherwise, leave the default of ’No’.
From Created Dt:
(8 digits)
Enter the beginning range date to start displaying the miscellaneous credits that were created. If this field is left blank, it will list all previous dates.
Thru Created Dt:
(8 digits)
Enter the ending range date to be displayed for the miscellaneous credits. If there is no entry in the From Created Dt field, then it will through the current date.
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ENTRY - DISTRIBUTE MISC. CREDITS
FUNCTION KEYS - Details Press to display Entry - Miscellaneous Credits Details (OAEDD). This screen allows you to view details of the miscellaneous credit, and also allows the update of the invoice and order groups.
- Distribute Press to display Entry - Miscellaneous Credits Distribution (OAEDR). This screen allows you to distribute the highlighted miscellaneous credit.
- Backout Press to display Entry - Miscellaneous Credits Backout (OAEDB). This screen allows you the ability to backout the distribution of a miscellaneous credit.
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ENTRY - MISCELLANEOUS CREDITS DETAILS
(OAEDD - Figure 087.2)
FUNCTION DESCRIPTION This function is used to display the detailed information of the miscellaneous credit highlighted from the OAED screen. If the Auto Apply Misc. Crdts field on the OAAO screen is set to ’No’, the invoice group and the order group are updateable. If either of these two groups are changed, an audit transaction is created to maintain an audit trail on how the miscellaneous credit has been changed. This audit trail can be used for trouble shooting why a credit applied or did not apply to invoices.
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ENTRY - MISCELLANEOUS CREDITS DETAILS
FIELD DESCRIPTIONS Invoice Grp:
[L] (4 characters)
Enter the Invoice Group for this miscellaneous credit. The grouping of invoices gives different reporting possibilities, and is not required. The invoice group must already be set up in Administrator - Tables (OAT). Once ’Return’ is pressed, the invoice group description will be displayed.
Order Grp:
[L] (4 characters)
Enter the Order Group for this miscellaneous credit. By grouping orders, the Operator will be able to generate reports based on specific groups. The order group entered must already be set up in Administrator - Tables (OAAT).
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ENTRY - MISCELLANEOUS CREDITS DISTRIBUTE
(OAEDR - Figure 087.3)
FUNCTION DESCRIPTION This function is used to distribute the highlighted miscellaneous credit. If the miscellaneous credit has dollar in the unapplied amount, then these dollars can be manually distributed to invoices. If the credit is partially distributed and the Operator would like to change the distribution, the miscellaneous credit can be redistributed from this screen without going into the Backout screen (OAEDBO).
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ENTRY - MISCELLANEOUS CREDITS DISTRIBUTE
FIELD DESCRIPTIONS Invoice #
[L] (8 digits)
Enter the Invoice Number the miscellaneous credit should be applied to.
Disputed
(Yes/No)
This is a display only field. If ’Yes’ is displayed, the miscellaneous credits are applied to the disputed invoices. If ’No’ is displayed, they will not.
Due Date
(6 digits)
This field displays the Date the invoice is Due.
Inv Grp
[L] (4 characters)
This field identifies the Invoice Group for the miscellaneous credit.
Ord Grp
[L] (4 characters)
Enter the Order Group for the miscellaneous credit.
Amount Due
(7 digits/2 decimals)
This field displays the total Due Amount for the invoice number shown, or the miscellaneous credit amount if it is less than the amount due on the invoice.
Previously Applied Amt
(7 digits/2 decimals)
This field identifies any amount applied to this amount previously.
Amount To Be Applied
(7 digits/2 decimals)
This field identifies the dollar amount of this miscellaneous credit you want applied to this invoice. The amount initially displayed in this field consists of an amount created from an automated distribution. This amount can be overridden.
Amt Remaining:
(7 digits/2 decimals)
This field identifies the amount of the miscellaneous credit that will not be applied from this transaction. Other Accounts Receivable Reference Manual
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ENTRY - MISCELLANEOUS CREDITS BACKOUT
(OAEDB - Figure 087.4)
FUNCTION DESCRIPTION This function will completely backout the credit to all of the invoices that it was distributed to. However, if the miscellaneous credit has been transferred or refunded, it will not display on the screen to be backed out. A message will display if the miscellaneous credit has already been backed out.
FIELD DESCRIPTIONS Backout:
(Yes/No)
Enter to backout the distribution of the miscellaneous credit. Otherwise, leave the default of ’No’.
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ENTRY - MISCELLANEOUS CREDITS BACKOUT
Reference:
(21 characters)
Enter information describing this backout transaction. This field can only be entered if ’Yes’ is entered in the Backout field.
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ENTRY - NON-SUFFICIENT FUND
(OAEN - Figure 088)
FUNCTION DESCRIPTION This function is used to enter a check that has been returned by the bank due to non-sufficient funds (NSF). An NSF check fee may be applied and/or credit history points may be adjusted. The Notes feature is available on the Customer Number field and notes can be entered or viewed for this particular customer while in this function. All file updating that took place when the original payment was entered, including General Ledger entries, will be reversed. For example, all invoices that the payment satisfied will be returned to an ’Owes’ status. Also, an additional invoice will be created, if a fee is charged for NSF’ed payments.
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ENTRY - NON-SUFFICIENT FUND
Be aware that if any miscellaneous credits exist for a NSF’ed customer, the miscellaneous credits will be applied to the newly re-instated invoices with an ’Owes’ status, by due date and invoice number. If there are no invoices with an ’Owes’ status, the unapplied miscellaneous credits will then be applied to any outstanding penalties for that customer. If the invoice is disputed, be sure the Apply Pymt To Disp field is set to ’Yes’ in Administrator - Options (OAAO) so the miscellaneous credit is applied to the invoice even though it is disputed. Audit transactions can be printed using Report - Transaction (OART) or viewed on-line using Inquiry - Billing History Payments (OAIBP).
FIELD DESCRIPTIONS Customer #:
[L] (12 digits)
Enter the Customer Number for which the NSF payment was made. This is a required field and the number must already be set up in Setup - Customer (OASC). Once ’Return’ is pressed, the customer’s name from System Administrator Setup - Name & Address Information (SASN) will be displayed. The Notes feature is available for the Customer Number field.
Payment Date:
[L] (8 digits)
Enter the Date on which the original Payment was made. This is a required field and must be between the 1950 and 2010. If left blank, it will default to today’s date. IF PAYMENT RECORDS FOR THAT DATE EXIST FOR THIS CUSTOMER, DETAILS FROM THE LAST PAYMENT ENTERED ON THAT DATE WILL DISPLAY. IF NO PAYMENT IS FOUND OR ALL PAYMENTS FOR THAT DATE HAVE BEEN REVERSED OR NSF’ED, THE FOLLOWING WINDOW WILL DISPLAY ALL PAYMENT RECORDS FOR THAT CUSTOMER ALLOWING YOU TO SELECT THE PAYMENT WHICH WAS NSF’ED.
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ENTRY - NON-SUFFICIENT FUND
Payment Details Journal #:
(8 digits)
This field displays the Journal Number used to enter the payment.
Set #:
(5 digits)
This field displays the Set Number assigned when the payment was entered.
Payment Amt:
(7 digits/2 decimals)
This field contains the Amount of the Payment.
NSF Details Reference:
(24 characters)
Enter any additional information pertaining to the NSF transaction. If nothing is entered in this field, ’OA NSF Transaction’ will automatically be entered when ’Return’ is pressed.
NSF Date:
(8 digits)
Enter the Date on which the payment transaction was NSF’ed due to non-sufficient funds. This is a required field and will be default to today’s date if left blank. The date entered cannot be less than the Payment Date and must be between 1950 and 2010.
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Set #:
(5 digits)
This field displays the Set Number for the NSF transaction.
Create NSF Charge:
(Yes/No)
Enter if there is to be no NSF charge applied. Otherwise, leave the default of ’Yes’. When set to ’Yes’, the charge amount is determined by the unit cost/pricing defined in Administrator - Non-Stock Item (OAAN), for the non-stock item identified for NSF charges or Administrator - Penalty/NSF/Delinquent (OAAP). The amount will display in the NSF Fee Details.
Update Credit Hist:
(Yes/No)
Enter if the credit history record of the customer is to be created and a credit rating for the customer is to be applied. Otherwise, enter .
NSF Fee Details NSF Charge:
(7 digits/2 decimals)
This field contains the invoice amount for the NSF fee invoice created due to non-sufficient funds. Once you have entered the NSF transaction, the following will occur: • The customer’s balance will be increased by the amount of the NSF based on the original distribution of the payment. • The invoice balances in Entry - Invoice (OAEI) for the amounts affected by the original distribution of the payment will be increased. • The General Ledger accounting from the payment transactions will be reversed.
FUNCTION KEYS - Distribute Press to display Entry - Non-Sufficient Fund Distribution (OAEND). This window allows you to view the distribution of the NSF payment. Other Accounts Receivable Reference Manual
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ENTRY - NON-SUFFICIENT FUND DISTRIBUTION
(OAEND - Figure 089)
FUNCTION DESCRIPTION This function is used to view the distribution of the non-sufficient payment in invoice number sequence. You can access this window by pressing the function key from Entry - Non-Sufficient Fund (OAEN).
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FIELD DESCRIPTIONS Invoice #
(9 digits)
This field displays the Invoice Number to which the payment was distributed.
Description
(40 characters)
This field displays the Description of the invoice to which the payment was applied.
Inv Amt
(7 digits/2 decimals)
This field displays the Invoice Amount applied to the payment distributed.
Pnlty Amt
(7 digits/2 decimals)
This field displays the Penalty Amount applied to the payment made.
Misc Credit:
(7 digits/2 decimals)
This field displays the Miscellaneous Credit amount for the payment.
Inv Amt Total
(7 digits/2 decimals)
This field displays the total of all the Invoice Amounts applied to the invoices for this payment
Pnlty Amt Total
(7 digits/2 decimals)
This field displays the total of the Penalty Amounts applied to the penalties for this payment.
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ENTRY - REFUND
(OAER - Figure 090)
FUNCTION DESCRIPTION This function allows the refund of miscellaneous credits to the customer. The user can select the miscellaneous credits which are to be refunded. If the Refund G/L Account Number entered here is the same as the Refund G/L Account Number set up in Administrator - Options Refund (OAAOR), the refund will be posted to the Accounts Payable (AP) module. The transfer of the refund to AP happens when the refund entry is accepted. An AP invoice is created in the AP Batch, defined in OAAOR, for the AP vendor number also defined there. By entering the batch transaction screen (APEBT), changes and modifications may be made to the entry. The SASN name and address will follow the refund of OA, and is shown as the manual address. The Notes feature is available for the Customer Number field and notes can be entered or viewed for a particular customer any time while in this function.
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FIELD DESCRIPTION Customer #:
[L] (12 digits)
Enter a unique Customer Number. This is a required field and must already be set up in Setup - Customer (OASC). Once ’Return’ is pressed, the customer’s name from System Administrator Setup - Name & Address Information (SASN) will be displayed. The Notes feature is available for the Customer Number field.
Refund G/L Acct #:
[L] (18 digits/3 delimiters)
Enter the General Ledger Account Number to be credited for the Refund amount. This is required field. Once ’Return’ is pressed, the G/L Account Number lookup name will be displayed. The Account Number must be entered according to the specifications set up in General Ledger Administrator - Options (GLAO). It must also already be set up in General Ledger Setup - Account (GLSA). If the Refund G/L Account Number is the same as the refund general ledger account number set up in Administrator - Options (OAAO) and the module is set to interface, the refund will be posted to the Accounts Payable module. Example: When a miscellaneous credit exists, it is accounted for as a credit to the other accounts receivable account (usually due to an over payment, a return, etc.). Cash Acct OA Receivable Account (OAAO - F7-Accting)
$500.00 $500.00
To remove the credit balance in the OA receivable account, a credit is made to the account entered as the OAER - Refund G/L Acct #. OA Receivable Account (OAAO - F7-Accting) OAER - Refund G/L Acct #
$500.00 $500.00
The account number entered for the OAER refund account will default from the account number defined in OAAO - F9-Refunds. It may be modified specific to each entry session.
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ENTRY - REFUND
With the interfacing to AP in place, the entry to the OAER - Refund Account is then offset by the update of the AP Batch (APRBU). OAER - Refund G/L Acct AP Payables Acct
$500.00 $500.00
The AP Payables Account is defined at either the AP vendor record (APSV), or at the operator’s security level (SASO). When the Accounts Payable check for this refund is created, the accounting is completed. AP Payable Account Cash Account
$500.00 $500.00
Refund Date:
(8 digits)
Enter the Date on which Refund transaction is taking place. This is a required field. If this field is left blank, it will default to today’s date. The date entered must be between 1950 and 2010.
Reference:
(24 characters)
Enter any additional information pertaining to the refund transaction. If this field is left blank, it will default to ’OA Misc Cr Refund’. The reference entered here will display on the customer’s statement, within inquiry and follow with the transaction if transferred to Accounts Payable.
Refund Amt:
(7 digits/2 decimals)
This field displays the Refund Amount. It will accumulate any unapplied amount after each change and redisplay the revised refund amount.
Set #:
(5 digits)
This field displays the Set Number automatically assigned to each transaction entry in this activity.
Misc Cr #
(8 digits)
The Miscellaneous Credit Number identifies each existing miscellaneous credit. By using the ’Up/Down Arrow’ keys, highlight the miscellaneous credits to be refunded and press ’Return’ to select/deselect. 5 - 134
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Created Date
(8 digits)
This display only field gives the Date the Miscellaneous Credit was created.
Source
(18 characters)
This display only field defines where the miscellaneous credit was created.
Unapplied Amt
(7 digits/2 decimals)
This is the amount of the miscellaneous credit. When highlighted for refund, this entire amount will be refunded.
FUNCTION KEYS - Set Inquiry Press to display Entry - Refund Set Inquiry (OAERSI). This window allows you to view refund entries keyed in the current journal.
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ENTRY - REFUND SET INQUIRY
(OAERSI - Figure 091)
FUNCTION DESCRIPTION This is a multi-line, scrolling screen used to view previous refund transactions for the current open journal. All fields displayed are for inquiry only, and the Operator is NOT allowed to modify them. This window can be accessed by pressing the function key from Entry - Refund (OAER).
FIELD DESCRIPTION Set #
(5 digits)
This field displays the Set Number which was assigned when the refund was entered.
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ENTRY - REFUND SET INQUIRY
Refund Dt
(8 digits)
This field displays the Date the Refund was made.
Refund Amt
(7 digits/2 decimals)
This field displays the Amount Refunded.
Refund #
(8 digits)
This field displays the Refund Number.
Misc Cr #
(8 digits)
This field displays the Miscellaneous Credit Number.
Reference
(24 characters)
This field displays any additional information pertaining to the refund transaction.
Customer
(28 characters)
This field displays the Customer Number and the Customer Lookup Name pertaining to this refund.
Credit G/L Acct #
(37 characters)
This field displays the General Ledger Account Number the refund is credited to and the account number lookup name.
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ENTRY - WRITE-OFF
(OAEW - Figure 092)
FUNCTION DESCRIPTION The primary purpose of this function is to allow the Operator to adjust invoice accounts receivable, customer dues and uncollectable balances. The amount will be adjusted either in OA, EL (Electric Billing) or TE (Telephone Billing as specified in Administrator - Options (OAAO) F8 - Transfer. This is a posting function. The transactions are posted to the customer’s uncollectable balance, the invoice’s accounts receivable balance and to the General Ledger for the adjustment accepted. The adjustment will add to or subtract from the amounts on the file. The Notes feature is available for the Invoice Number field. Notes can be entered or viewed for the particular invoice at any time while in this function.
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Transactions related to the write-off amount distributed to taxes are posted to the respective General Ledger account numbers set up for tax types and tax codes in Administrator - Tax Type (OAAX).
FIELD DESCRIPTION Customer #:
[L] (12 digits)
Enter a Customer Number specific to the invoice which will be written off. This is a required field and the number must already be set up in Setup - Customer (OASC). Once ’Return’ is pressed, the customer lookup name set up in System Administrator Setup - Name & Address Information (SASN) will display.
Invoice #:
[L] (9 digits)
Enter an Invoice Number. This is a required field and must already be exist in Entry - Invoice (OAEI). The Status of the invoice must be ’Owes’. Once ’Return’ is pressed, the description will be displayed. The Notes feature is available for the Invoice Number field. The invoice number entered should match with that in OAEI. The combination of Customer Number and Invoice Number should match with that in OAEI.
Write-Off Date:
(8 digits)
Enter the Date when the customer’s invoice was Written Off. If this field is left blank, it will default to today’s date. It must be between 1950 and 2010.
Reference:
(24 characters)
Enter any additional information pertaining to the write-off. If no entry is made in this field, ’OA Write-Off’ will automatically be entered.
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ENTRY - WRITE-OFF
Adjust Tax G/L Accts:
(Yes/No)
Enter if the amount of the balance due that is distributed to taxes is considered uncollectable and should be applied as debits to the related tax General Ledger Account Numbers.
Set #:
(5 digits)
This field displays the Set Number for the write-off transaction.
Invoice Amt:
(7 digits/2 decimals)
This field displays the Invoice Amount for the invoice number entered.
Due Date:
(8 digits)
This field displays the Due Date for the invoice number entered.
Due Amt:
(7 digits/2 decimals)
This field displays the balance Amount Due for the invoice number entered. Once you have accepted the write-off transaction, the following will occur: 1. The OA module will change the invoice status to ’Written Off’ and will no longer bill the customer for the invoice. 2. The following G/L posting will be made, if the Operator Securities are set appropriately. Refer to the System Administrator Reference Manual for more information regarding System Administrator Setup - Operator GL Defaults (SASOG). • If the invoice is written off with no adjustments to the tax distribution, the uncollectable account is debited and the other accounts receivable is credited. • If the amounts are entered in F6 - Distribute Tax, uncollectables are debited, taxes are debited and other accounts receivable are credited. • The customer’s balance will be reduced by the invoice amount written off.
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FUNCTION KEYS - Distr Tax Press to display Entry - Distribute Write-Off Amount To Taxes (OAEWD). This window allows you to distribute a portion of the write-off amount to taxes. THIS WINDOW IS NOT AVAILABLE UNTIL AFTER INVOICE NUMBER HAVE BEEN ENTERED.
- Set Inquiry Press to display Entry - Write-Off Set Inquiry (OAEWSI). This window allows you to view write-off’s keyed in the current journal.
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ENTRY - DISTRIBUTE WRITE-OFF AMOUNT TO TAXES
(OAEWD - Figure 093)
FUNCTION DESCRIPTION This function allows the user to write-off taxes from pending invoices of a customer. This function is invoked when the function key is pressed from Entry - Write-Off (OAEW), and should be accessed if the Adjust Tax G/L Accts field on the OAEW screen is set to ’Yes’. If no tax entries are made on this screen, no adjustments will occur. Press ’Cancel’ to return to the Entry - Write-Off (OAEW) function.
FIELD DESCRIPTION Tax Type
(15 characters)
This field displays the various Tax Types set up in the system. 5 - 142
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Tax Cd
[L] (5 characters)
This field displays the Tax Code set up in the system.
Description
(24 characters)
This field displays the tax code Description set up in Administrator - Tax Type (OAAX) for the various tax types and tax codes.
Tax Amt
(7 digits/2 decimals)
This field displays the Tax Amount for the particular tax.
Adj Amt
(7 digits/2 decimals)
Enter the Amount that is to be distributed to taxes. This is a required field.
Tax Amount Total
(7 digits/2 decimals)
This field displays the total of all the Tax Amounts listed.
Adj Amt Total
(7 digits/2 decimals)
This field displays the total of the Tax Amounts to be written off.
FUNCTION KEYS - DISTR TAX Pressing redisplays the present window, OAEWD.
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ENTRY - WRITE-OFF SET INQUIRY
(OAEWSI - Figure 094)
FUNCTION DESCRIPTION This window is used to view previous write-off transactions for the journal in use. All fields displayed are for inquiry only, and the Operator is NOT allowed to modify them. This window can be accessed by pressing the function key from Entry - Write-Off (OAEW).
FIELD DESCRIPTION Set #
(5 digits)
This field displays the Set Number which was assigned when the write-off was entered.
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WrtOff Dt
(8 digits)
This field displays the Date the Write-Off was made.
WrtOff#
(8 digits)
This field displays the Write-Off Number.
WrtOff Amt
(7 digits/2 decimals)
This field displays the Amount Written Off.
Invoice #
(8 digits)
This field displays the Invoice Number.
Reference
(24 characters)
This field displays any additional information pertaining to the write-off transaction.
Customer #
[L] (28 digits)
This field displays the Customer Number and Lookup Name from System Administrator Setup - Name & Address Information (SASN).
Description
(30 characters)
This field displays the Description of the Invoice to be written off.
FUNCTION KEYS - Distr Tax Press to display Entry - Distribute Tax (OAEWSID). This window allows you to view distribution of write-off amount to taxes.
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ENTRY - WRITE OFF SET INQUIRY - TAX DISTRIBUTION
(OAEWSID - Figure 095)
FUNCTION DESCRIPTION This window is used to view the distribution of the write-off amount to taxes. You can access this window by pressing the function key from Entry - Write-Off Set Inquiry (OAEWSI). All fields displayed are for inquiry only, and the Operator is NOT allowed to modify them.
FIELD DESCRIPTION Tax Type
(15 characters)
This field displays the various Tax Types set up in the system.
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ENTRY - WRITE OFF SET INQUIRY - TAX DISTRIBUTION
Tax Cd
[L] (5 characters)
This field displays the various Tax Codes set up in the system.
Description
(24 characters)
This field displays the tax code Description set up in Administrator - Tax Type (OAAX) for the tax type and tax code.
Dist Amt
(7 digits/2 decimals)
This field displays the Distributed tax Amount.
Total:
(7 digits/2 decimals)
This field displays the Total of the distribution amounts.
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ENTRY - MOVE INVOICE
(OAEM - Figure 096)
FUNCTION DESCRIPTION This function is used to move an invoice from the cash customer to any other customer in the OA system. The original invoice number, including the invoice details, will be transferred to the ’To Customer’. This function may be used to move an invoice from the cash customer, whose payment has been NSF’ed, to another customer identifier for rebilling of the invoice. This can also be used if a check paid for a cash sale was NSF’ed. The Notes feature is available for the From Customer Number field. Notes can be entered or viewed for the particular customer at any time while in this function.
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FIELD DESCRIPTION From Customer #
[L] (12 digits
This field will display the cash Customer Number and lookup name as defined in Administrator - Options (OAAO). The Notes feature is available on the From Customer Number field.
From Invoice #:
[L] (9 digits)
Enter an Invoice Number. This is a required field and the invoice must exist in Entry - Invoice (OAEI) for the cash sale customer. Once ’Return’ is pressed, all the details pertaining to the the existing invoice will be displayed.
To Customer #:
[L] (12 digits)
Enter the Customer Number to which the invoice number is to be moved. This is a required field and must already be set up in Setup - Customer (OASC). Once ’Return’ is pressed, the customer’s lookup name will be displayed. The To Customer Number cannot be the same as the Cash Sale Customer Number specified in Administrator - Options (OAAO).
Move Invoice:
(Yes/No)
Enter to transfer the invoice to the ’To Customer #’ specified. Otherwise, leave the default of ’No’ and the invoice will not be transferred.
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ENTRY - CUSTOMER CREDIT HISTORY
(OAEC - Figure 097)
FUNCTION DESCRIPTION This function is used to enter adjustments to credit history. Adjustments can be made to the current and past 12 months of credit history. An entry line is available for each month the account was active during the past 13 months. The adjustment REPLACES the value in the field. Use the ’Up/Down Arrow’ keys to move the highlight bar to the month and year you want to adjust. You are allowed to change the fields in this function. The add and delete activities are NOT allowed. The Notes feature is available on the Customer Number field. Notes can be entered or viewed for the particular customer at any time while in this function.
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ENTRY - CUSTOMER CREDIT HISTORY
FIELD DESCRIPTION Customer #:
[L] (12 digits)
Enter a unique Customer Number. This is a required field and must already be set up in Setup - Customer (OASC). Once ’Return’ is pressed, the customer’s lookup name from System Administrator Setup - Name & Address Information (SASN) will be displayed. The Notes feature is available on the Customer Number field.
Credit Limit:
(7 digits/2 decimals)
This field displays the Credit Limit of the customer.
Credit Rating:
(1 character)
This field displays the Credit Rating of the account for the current period. Credit Rating A = B = C = D
=
Total Credit History Points 0 Points. 1 Point Up to Credit Rating Minimum Points. Credit Rating Minimum Points through Credit Rating Maximum Points. More than Credit Rating Maximum Points.
Credit Hist Points:
(3 digits)
This field displays the total number of Credit History Points accumulated for the account in the past 12 months.
(no label)
(6 digits)
This field displays the month and year of the credit history record being adjusted. These points can be updated based on entries in Administrator Options Credit History (OAAOC).
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ENTRY - CUSTOMER CREDIT HISTORY
NSF
(1 digit)
Enter the total number of credit history points to be assessed for Non-Sufficient Fund (NSF) checks for the month.
30Day
(1 digit)
Enter the total number of credit history point to be assessed for 30-Day balances for the month.
60Day
(1 digit)
Enter the total number of credit history points to be assessed for 60-Day balances for the month.
90Day
(1 digit)
Enter the total number of credit history point to be assessed for 90-Day balances for the month.
Rmn1
(1 digit)
Enter the total number of credit history points to be assessed for having received a reminder delinquent notice for the month.
Rmn2
(1 digit)
Enter the total number of credit history points to be assessed for having received a reminder delinquent notice for the month.
Rmn3
(1 digit)
Enter the total number of credit history points to be assessed for having received a reminder delinquent notice for the month.
Open1-5
(1 digit)
Enter the total number of credit history points to be assessed for the user-defined credit history for the month. There are up to five open fields available.
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ENTRY - CUSTOMER CREDIT HISTORY
FUNCTION KEYS - Crdt Hist When you press the following window will display. This display only window show the information set up in Administrator - Options Credit History (OAAOC). Refer to Figure #141 for more information regarding these fields.
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ENTRY - PATRONAGE ADJUSTMENTS
(OAEA - Figure 098)
FUNCTION DESCRIPTION This function is used to enter adjustments to a customer’s patronage amount. The adjustment adds to or subtracts from the amount on file, it DOES NOT replace. The fields that can be adjusted are year-to-date patronage and last year’s patronage. As sales of ’patronage applicable’ items are entered, the ’YTD Patronage’ value is increased (or decreased by returns/trade-ins), as a running total through the month defined as the ’Last Month of Fiscal Year’ in Administrator - Statement & Billing Options (OAAS). By executing Report - Roll Balance & Clear (OARYB), the YTD value is moved to ’Last Year’s Patronage’; and sales in the new year begin accumulating in ’YTD Patronage’. All fields create audit transactions which can be printed using Report Transactions (OART). 5 - 154
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ENTRY - PATRONAGE ADJUSTMENTS
FIELD DESCRIPTIONS Customer #:
[L] (12 digits)
Enter the number of the Customer whose patronage is to be adjusted. This is a required field. It must already be set up in Setup - Customer (OASC). Once ’Return’ is pressed, the customer’s name will be displayed.
YTD Patronage Before Adjustment
(7 digits/2 decimals)
This field displays the YTD Patronage amount before adjustment.
YTD Patronage Adjustment:
(7 digits/2 decimals)
Enter the amount the YTD Patronage should be adjusted.
Last Year’s Patronage Before Adjustment
(7 digits/2 decimals)
This field displays LastYear’s Patronage amount before adjustment.
Last Year’s Patronage Adjustment
(7 digits/2 decimals)
Enter the amount by which to adjust Last Year’s Patronage amount.
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ENTRY - ESTATE RETIREMENT ALLOCATION
(OAEE - Figure 099.1)
FUNCTION DESCRIPTION This function is used to manually enter the calculated patronage allocation amounts for deceased members. This function should be used when a member’s estate must be settled before member patronage has been allocated to Capital Credits through the normal yearly patronage allocation. The adjustment adds to or subtracts from the amount on file. It DOES NOT replace it. The Cooperative field in Administrator - Options (OAAO) must be set to ’Yes’ for this screen to be available. If the Capital Credit Update Field in Administrator - Options (OAAO) is set to ’Yes’, the amounts will update Capital Credit Setup - Member Year (CCSY). You are allowed to add or change patronage allocation amounts using this function. 5 - 156
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The Notes feature is available on the Customer Number field. Notes can be entered or viewed for the particular customer at any time while in this function.
FIELD DESCRIPTIONS Member #:
[L] (12 digits)
Enter the Member Number of the customer requiring the estate retirement. This is a required field and must already be set up in Capital Credits Setup Member (CCSM). Once ’Return’ is pressed, the member’s name will be displayed.
Customer #:
[L] (12 digits)
Enter the Customer Number requiring estate retirement. This is a required field and must already be set up in Setup - Customer (OASC). Once ’Return’ is pressed, the customer’s name is displayed. The customer entered must have an ’Inactive’ status and the Member Number must be the same as the member number entered in the previous field. Notes are available for the Customer Number field.
Patronage Type:
(2 digits)
This field displays the Patronage Type and its description set up in Capital Credit Administrator - Patronage Type (CCAP) if the Capital Credit Validate field in Administrator - Options (OAAO) is set to ’Yes’.
XXXX Patronage Amt:
(7 digits/2 decimals)
This field displays the Patronage Amount accumulated for the customer in the last year.
XXXX Patronage Amt:
(7 digits/2 decimals)
This field displays the Patronage Amount accumulated for the customer in the current year.
Set #:
(5 digits)
This field displays the sequential number automatically assigned to each transaction entry in this activity. Other Accounts Receivable Reference Manual
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ENTRY - ESTATE RETIREMENT ALLOCATION
Year
(4 digits)
Enter the Year for the estate retirement. The year must be the current year or the previous year. The previous year is valid only if its Capital Credit yearly allocation has not been done. IF INTERFACING TO CAPITAL CREDITS, THE LAST YEAR ALLOCATED FROM CAPITAL CREDIT ADMINISTRATOR PATRONAGE TYPE (CCAP) WILL BE ENTERED. OTHERWISE, THE FOLLOWING WINDOW WILL DISPLAY.
Last Year Allocated With A Normal Yearly Allocation: (4 digits) Enter the Last Year Allocated With A Normal Yearly Allocation. It must be between 1900 and the current year. THE FOLLOWING FIELDS CAN OCCUR UP TO FOUR TIMES BASED ON THE NUMBER OF ALLOCATION TYPES DEFINED IN CAPITAL CREDIT ADMINISTRATOR - PATRONAGE TYPE (CCAP).
Alloc Type
(4 characters)
This field displays the Allocation Type for the patronage. allocation types are ’Coop’ and Excise Tax’.
Alloc Amt
Examples of
(7 digits/2 decimals/)
This field displays the accumulated Amount Allocated for the year entered. The amount is accumulated from Entry - Estate Retirement (OAEE).
Adj Amt
(7 digits/2 decimals/-)
Enter the Adjustment to be made for the allocated Amount. If interfacing to Capital Credits and the Capital Credit Update field in Administrator - Options (OAAO) is set to ’Yes’, the sum of the adjusted amount and the Capital Credit Setup - Member Year (CCSY) amount cannot be less than zero. Otherwise, the entered Adjustment Amount and the accumulated Allocated Amount cannot be less than zero.
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Reference
(24 characters)
Enter any additional information pertaining to the adjustment.
Member Alloc Amt
(7 digits/2 decimals/)
This field will display only if the Capital Credit Update field in Administrator - Options (OAAO) is set to ’Yes’. The amount is accumulated from Capital Credit Setup - Member Year (CCSY).
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